Administrative Programs Manager II

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

Administrative Programs Manager II

(FLSA CLASSIFICATION: Non-Exempt)

Unclassified Position

SUMMARY:

Specialized, high-level work in performing highly technical administrative support duties for the CIB Administrator, Office Manager, CIB Board Secretary, and others as assigned, in the areas of HR, personnel, finance, budget, and business administration activities of the Construction Industries Board.  Shared responsibilities with fiscal management, human resources administration, operational management, and supervisory functions of specialized agency services to support the efficient and effective operation of the agency, all with the oversight of the Office Manager. Provides highly technical assistance to executive-level leadership and provides direction to lower-level staff in the administration of advanced and specialized agency functions; develops strategies, establishes priorities, and ensures compliance with applicable laws, rules, and regulations, in the interest of agency objectives. The Administrative Programs Manager II works at the direction of the Administrator and Office Manager in assistance with representing the agency while interacting with other CIB staff, State Agencies and vendors/businesses, agency customers/constituents, etc.  Performs all other duties as assigned by Administrator or Office Manager.  Must be able to pass a criminal history background check.    The specific duties and responsibilities may be changed or increased as assigned, and include but are not limited to:

ESSENTIAL DUTIES AND RESPONSIBILITIES

Shared responsibilities with Office Manager pertaining to HR, timekeeping, and employment duties, as well as staff supervision with job responsibilities as follows (all at direction of Administrator and Office Manager):

• Provides daily operational and administrative support to the Office Manager in the oversight of office personnel, temporary staff, and, as needed, field personnel. Assists with employee relations activities, including addressing routine personnel matters, facilitating conflict resolution, and providing guidance and counseling within established authority, while referring complex or escalated issues to the Office Manager (all matters should be brought to the Office Manager prior to being handled). Monitors staff attendance, punctuality, and scheduling to help ensure adequate staffing levels and continuity of operations. Supports the supervision and coordination of time-sensitive office functions to ensure compliance with applicable statutes, rules, policies, and agency procedures, thereby promoting operational integrity and audit readiness. Assists with employee investigations, fact-finding activities, and related personnel matters as assigned. All at the direction of the Office Manager.

• Shared responsibilities in the administration of CIB office operations, including staffing and workflow planning, office policy implementation, office staff coordination, office budget oversight, and office staff performance evaluation, all at the direction of the Office Manager.

• Formulates, develops, and recommends agency policies and operating procedures to support agency objectives and ensure efficient CIB Office administration and workflow. Included are the areas of accounts payable, accounts receivables to include any necessary billing, purchasing, and general office administration/HR.  All performed at the direction of the Administrator and Office Manager. 

• Reviews CIB correspondence, agendas, meeting minutes, forms, etc., for accuracy and professionalism. 

• Serve as supervisor in charge of office staff anytime the Office Manager is out of office, busy, or on leave.  All at direction of Office Manager.

• Shared responsibilities with Office Manager with timely completion and submission of all HR paperwork to OMES HCM, or any other entities.  All at direction of Office Manager.

• Primary filer of all HR paperwork. Performs efficient and timely filing of personnel/HR documents.  Maintains personnel records and any additional records which reflect the current work assignment, organizational location and classification of each position.  Maintains all pertinent personnel paperwork for all CIB employees.  All at direction of Office Manager.

• Office Staff talent acquisition – Stakeholder in recruiting, selecting, or assisting with the choice of applicants for interviews, and coordinating interviews of candidates for employment; analyzing qualifications, checking references, and making recommendation for employment.  All at direction of Office Manager.

• Primary CIB new hire employee liaison: Schedule appointments with new hires on first day of employment to complete new hire paperwork, WorkDay new-hire requirements, discuss new-hire employment information, office procedures, and coaching to ensure successful hire. Introduction to all CIB staff.  Assure all paperwork is completed for vendor numbers, notary, and any other job requirements.  Complete and submit all required new-hire paperwork to OMES Payroll coordinator, and any other required State agencies or entities. Set up all IT equipment including cell phones, computers, and mobile devices.

• Primary manager of employee recognition program for years of service and oversees application of various benefit programs for employees.

• Shared responsibilities as Payroll/Leave Coordinator – At direction of the Office Manager, provide administration of payroll for agency, assuring timely processing of payrolls (main, supplemental), as well as timely submitting all paperwork to OMES HCM for adjustments to employees or agency regarding payroll.  Timely monitor payrolls for accuracy and resolve any payroll issues.  Maintain accurate leave records and time sheets and resolve any issues with leave balances.  Monitors leave balances for compliance, and audit and manage comp time balances. 

• Maintains a current knowledge of State Personnel policies, procedures, laws, rules, and regulations.  Assists with supervision of the administration of the agency’s personnel program in carrying out the rules, regulations, and policies under which it operates.  Proposes to Administrator and/or Office Manager, policies and procedures for agency Personnel and Policy Manual.  Studies legislation, state and federal law, and arbitration decisions to remain educated on HR requirements.  Attends regular training to maintain knowledge and skills within this area.

• Contributes to the timely, accurate, and compliant preparation, review, and filing of required reports and documentation in accordance with applicable state laws, regulations, agency policies, and established reporting deadlines.

• Shared responsibility of acting as Employee Benefits Coordinator/Insurance Coordinator (for functions not otherwise performed by OMES) – Timely educate, enroll, and terminate employees in benefits.  Monitor staff enrollment to assure all CIB employees are enrolled/opt-out of health benefits. Assist staff with medical billing and health insurance issues.  All at direction of Office Manager.

• Shared responsibilities as CIB Retirement Coordinator – facilitate all employees’ retirement education, enrollment, and maintenance; research and resolve any questions or concerns and administer all processes for retirees.  All at direction of Office Manager.

• Shared responsibilities as ADA Coordinator role – Maintain current information on state and federal ADA laws, ensuring that agency is compliant; analyze and resolve ADA requests.  All at direction of Office Manager.

• Shared responsibilities as Workers Compensation Coordinator/Agency Risk Management Coordinator role – Receive and manage all workers compensation claims; communicate with OMES Risk Management and Worker’s Compensation insurance company adjusters for swift and efficient resolution to workers compensation cases; communicate with employees to obtain case information, assure treatment is being managed, and address any employee concerns.   Address all OMES Risk Management concerns and requests and provide OMES Risk Management with timely reports and information as requested.  Attend periodic OMES Risk Management meetings and training sessions. All at direction of Office Manager.  

• Shared responsibilities with FMLA coordinator duties – Monitor employee absences and information to determine FMLA cases; administer and manage all FMLA paperwork, assuring that all forms are completed in a timely and accurate manner; receive and maintain all FMLA paperwork; track employee FMLA time. All at direction of Office Manager. 

• Shared responsibilities as EAP Program coordinator duties – educate employees regarding EAP program; counsel and assist (if requested by employee) employee with obtaining EAP information. All at direction of Office Manager.   

• Shared Liaison duties to the Office of Management Enterprise Services and all divisions (Capital Assets Management, Employees Group Insurance, Human Capital Management) OPERS, and other state agencies in matters involving personnel, payroll, insurance, or any other personnel operation.  All at direction of Office Manager. 

• Shared responsibilities with training facilitation (either by scheduling and/or facilitating) for all IT, safety, HR, benefits, and general training needs for CIB staff. All at direction of Office Manager. 

Assistant to Office Manager and CIB Board Secretary with fiscal/budgetary duties (all at the direction of Administrator, Office Manager, and CIB Board Secretary):

• Regularly reviews and analyzes financial information and conducts cost analysis and financial projections to estimate future expenditures and revenues and establish and maintain realistic budget goals; makes recommendations on budget proposals/requests, changes in expenditures, changes in program goals, workloads, staffing patterns, funds distribution and other areas.

• Participates in the formulation and implementation of agency policies and standard operating procedures regarding accounts payables, purchasing, and general office business, with approval from Office Manager and CIB Board Secretary.

• Shared responsibilities with Office Manager and CIB Board Secretary with the development and review/audit of financial documents, spreadsheets, or any other CIB documents (whether generated by the CIB or outside the CIB) verifying that all information is correct. All at direction of Office Manager and CIB Board Secretary. 

• Shared responsibilities with development and implementation of new or expanded internal budgeting systems, compliance procedures and other procedures to enhance audit performance and reduce risk. All at direction of Office Manager and CIB Board Secretary.  

• Shared responsibilities with assisting with planning, organizing and directing agency business functions; assists with maintaining fiscal reporting requirements (CIB monthly transfer to general revenue fund and Form 11), and assists Board Secretary with budget and accounting functions. All at direction of Office Manager and CIB Board Secretary. 

• Primary approver of requisitions created by the Business Programs Officer/Assistant or Office Manager in E-Pro after verifying appropriate approval on internal purchasing requisition form; obtain appropriate signature approval on purchase orders. 

• Primary manager of entering and processing SNOW, and/or any other State required tickets/processes to have Purchase Orders revised.

• In the absence of the Business Programs Officer/Assistant, serves as the primary generator, enterer (in E-Pro), and manager of requisitions and purchase orders. 

• In the absence of the Business Programs Officer/Assistant, serves as the primary back-up of the following duties: receiving invoices from vendors, matching with signed purchasing order and, when applicable, with packing slip verified by staff member, and approving invoices or obtaining proper signature approval. Scanning and sending approved invoices to OMES-ABS for payment. All at direction of Office Manager and CIB Board Secretary. 

• Participating in the state purchasing process including receiving invoices, approving requisitions in E-Pro, verifying proper vendor number/object code and funding allocation, and obtaining approvals, in compliance with established CIB expenditure controls and reviewing control procedures of the purchasing process for needed changes. All at direction of Office Manager and CIB Board Secretary.

• Primary manager of entering supply, computer, and any other orders of CIB items.

• Overseeing completion of required annual evaluation for vendors.

• Notifying OMES-ABS when old purchase orders can be closed.

• Regularly reviews and analyzes financial information and conducts cost analysis and financial projections to estimate future expenditures and revenues and establish and maintain realistic budget goals; notifies Board Secretary of needed changes on budget proposals, expenditures, funds distribution, and other areas.

• Working with Office Manager and Board Secretary to complete agency audits, worker's comp insurance provider, and others, including researching issues identified and drafting responses for Administrator.

• Approves payment of invoices and payment of travel claims for CIB Staff and Committee members.

• Serve as primary back-up travel coordinator in the absence of the Business Programs Officer/Assistant.

• In the absence of the Business Programs Officer/Assistant, serves as primary back-up to all job duties of the Business Programs Officer/Assistant.

• Serves as primary liaison to the Office of Management and Enterprise Services Agency Business Services Division regarding Accounts Payable, managing issues that cannot be handled by Business Programs Officer/Assistant.

• Prepares pricing/expense analysis and revenue projections for various projects and for strategic decision-making processes by the Administrator, Office Manager, and CIB. 

• Responsible for creating and/or retrieving all reporting and/or data collection as needed by the CIB Administrator, Office Manager, or CIB Board Secretary.

• Beginning in February of each year, obtain all vendor quotes for upcoming new fiscal year contracts – all quotes should be in no later than March 1st of each year (unless circumstances occur outside of normal office procedures).

• No later than March 15th of each year, prepare all new fiscal year contract quote information for Office Manager to present to CIB Board for approval.

• Assist Business Programs Officer with end of fiscal year activities including but not limited to:  generating internal requisitions for Administrator’s signature, inputting requisitions for upcoming new fiscal year’s purchase orders, acquiring all forms/documents required for purchase orders.

• Liaison to Office of Management Enterprise Services and all divisions (Capital Assets Management, Employees Group Insurance, Human Capital Management) State Auditor and Inspector, Lessor (Shepherd Mall) and others in matters involving payroll, budget, audit, or any other business operation.  Attend meetings, facilitate discussions, and handle any project management between agency and affiliates. All at direction of Office Manager.

• Assist CIB Board Secretary and Office Manager with revision and development of Agency records disposition schedule.

IT/Office Duties:

• Primary oversight of scheduling for all repair and maintenance of office space and all office equipment (Business Programs Officer/Assistant may primarily perform these duties).

• Primary oversight of IT/phone needs of the agency, both in-office and for Field Staff. Troubleshooting devices, attempting to resolve concerns before contacting OMES ISD, order service and devices, set-up/schedule for deployment, and manage activation of all IT and cellular devices for all CIB staff. (Business Programs Officer/Assistant will assist/back-up in performing these duties).

• Primary oversight and management of updating and replacing all labor posters in office, along with any required postings of municipal, state and US government required postings. All documents must be kept up-to-date and posted within required timelines.

• Primary oversight of Business Programs Officer/Assistant as liaison to all field and office staff with ordering supplies, resolution of internal and external issues, and conducting research for office and CIB business issues.

• Primary manager of accurately and timely maintaining the CIB property and inventory list and records – must be kept up to date (Business Programs Officer/Assistant will assist/back-up in performing these duties).

• Primary manager of accurately and timely maintaining CIB surplus property, assuring to move inventory to surplus every 6 months – must be kept up to date (Business Programs Officer/Assistant will assist/back-up in performing these duties).

• Primary senior contact for all CIB customer service concerns.  Communicate with customer/clients to resolve any critical customer/agency issues and manage any documentation or investigations pertaining to these concerns. 

• Shared responsibilities with management of the CIB office security plan; analyzation of office security and implementation of office safety security methods and developments. All at direction of Office Manager.

• Stakeholder with Office Manager and CIB Safety Manager to assure that all CIB staff is adequately trained in health and safety procedures.

• Stakeholder with Office Manager and CIB staff member(s) handling licensing software, regarding management of issues, upgrades, software changes, projects, and investigation/resolution of software problems. 

With the oversight of the Office Manager, oversees Business Programs Officer’s activity regarding the following job responsibilities:

• Agency Fiscal Management – daily management of funds and cash receipting.  Verify daily deposits are accurate and have been deposited to OMES ABS, CIB bank, and that deposit has been accepted and posted by OMES ABS.  Assure that all agency receipts are maintained and accounted for, and that all depositors have deposit information timely stored correctly and scanned into the correct CIB Share Drive folder.

• Primary depositor for overnight CC/ACH deposit – assures that overnight CC/ACH deposit has been completed and any issues are resolved daily.

• Assisting the Office Manager, CIB Board Secretary, and Administrative Programs Manager II on all business administration related duties including:  all aspects of purchasing (acquiring quotes, working with vendors, creating and entering requisitions, generating and facilitating/filing Purchase Orders), travel reimbursement submissions (gather travel claims at end of business month, review claims for accuracy, submit for payment, rectify any issues) and regulatory compliance, drafting of filings of completed reports required under state law or regulation, and other matters involving purchasing, or any other business operation, when necessary.

• Assures that all purchasing and accounts payable transactions are handled timely and according to CIB and State policies and procedures.

• Maintaining business relationships with vendors, both internally with the State and externally with agency business partners.

• Submitting orders to vendors, timely and accurately.

• In absence of Business Programs Officer, schedule repair and maintenance of office space and office equipment.

• Assisting with basic accounting functions such as reconciling invoices and preparing them for payment, reconciling daily receipts, verifying daily manual receipts, and making/verifying daily deposits.

• Monitoring inventories of office supplies, equipment, furniture, and electronic property and maintaining lists for annual reporting purposes.

• Assist with implementation and organization of Agency electronic records scanning.  Assist Office Manager with Records Retention Schedule.

• Assisting with project management, as assigned.

• Assist Office Manager and Administrative Programs Manager II with all IT/Cellular issues and needs.

Miscellaneous Duties:

• Supervise and coach staff utilizing tact, positivity, and professionalism, all while using clear communication, emotional intelligence and empathy.

• Demonstrates attitude of support and cooperation to CIB Board, CIB Staff, industry partners, and customers while maintaining professional manner in dress, speech, actions, and attitude at all times.

• All other duties as assigned.  Scope of job may be reorganized at any time as deemed necessary for Agency needs. 

**This is an evolving position with the CIB and job duties and needs can be changed, created, added, or withdrawn at any time the Administrator or Office Manager determines there is an agency need. **

Knowledge, Skills, and Abilities: 

Knowledge, Skills and Abilities required at this level include ability to learn & comprehend state laws and regulations relating to the CIB.  Skills and abilities to receive and review corporate documents, legal documents, contracts, other forms of official governmental/state records. Ability is required to plan, organize and coordinate meetings and/or trainings; to communicate agency policies and procedures; to be able to effectively supervise staff; and to establish and maintain effective working relationships with others. Excellent verbal and written communication skills, with the ability to communicate clearly, concisely, and professionally. Strong interpersonal skills and the ability to build professional, collaborative relationships across all agency levels and with external stakeholders.  Ability to provide professional support to field investigators, field supervisors, executives and all other CIB staff.   An ability to follow oral and written instructions and to communicate effectively, both orally and in writing, is also required.  Must be reliable, consistent, meet deadlines, and follow up regularly or pending matters. Outstanding organizational and leadership skills.

Ability is required to handle confidential work with tact and discretion, and to exercise judgment in interpreting and applying rules or policy; Ability to exercise good judgment in analyzing situations and making decisions, and to organize and present facts and opinions.  Ability is required to independently perform high-level technical administrative duties.  Ability to work under tight deadlines, manage multiple priorities, and train others when needed.  Requires knowledge of high-level research techniques, and current office technologies and business communications.  Requires ability to type accurately and responsibly manage cash. Requires significant walking, standing, grabbing, pushing, and heavy lifting, along with substantial desk and computer time.

Ability to help everyone be more conscientious, respectful, and considerate of co-workers and clients served.  Professional communication by avoiding accusations, criticisms and gossip with co-workers and others about the agency or other employees. Communication should be handled pursuant to CIB Employee Handbook.  Communication should always be respectful and within your specific core function.  Be a leader in growing a respectful, supportive and productive workplace, while being a cooperative team member when asked to comply with supervisor or manager requests and take responsibility for your attitude.  Exhibit an attitude of mutual respect, courtesy and cooperativeness toward fellow employees and the public.  Be a good team player through being cooperative, reliable, respectful, and supportive in working with others.   

Reasoning Ability: 

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form. Ability to exercise sound judgment in analyzing situations and in selecting an effective course of action. Ability to organize and conduct several activities simultaneously. Show demonstrated commitment in taking responsibly for and use of good judgment; maintain attention to detail; uphold and practice the code of ethics, employee handbook guidelines, and State/Agency core values; and reasonably determine if a relationship or circumstance would cause a reasonable person with knowledge of the relevant facts to question his or her impartiality in a matter, exercise common sense and good discernment, and take appropriate measures.

Minimum Qualifications:

• High School diploma or equivalent.  Bachelor’s degree and two (2) years of professional or technical administrative experience; OR six years of professional or technical administrative experience; OR an equivalent combination of education and experience. 

• Advanced knowledge of relevant software applications including MS Office, proficiency in use of Excel, graphs and charts, email, and internet.

• Good numeracy skills, keyboard skills, and communication skills.

• Three (3) years of supervisory experience.

• Knowledge of office management systems and administrative procedures.

• Knowledge of basic accounting procedures.

• Ability to become and maintain Oklahoma Notary.

• Experience in State of Oklahoma Government and Peoplesoft Purchasing and Financials and Workday.

Preferred Qualifications:

• Demonstrated ability to effectively supervise, mentor, and develop staff through clear communication, professionalism, emotional intelligence, sound judgment, and a collaborative leadership approach.

• Experience with reviewing corporate documents, legal documents, contracts, other forms of official governmental/state records.

• Time management skills and the ability to prioritize work and multitask.

• Data management.

• Problem-solving, attention to detail, and accuracy.

• Adaptable to complex and high-pressure situations, with strong teamwork skills and the ability to work independently while maintaining accountability and requiring minimal supervision.

• Excellent verbal and written communication skills.

• Proficiency in public and internal communication skills.

• Proficiency in information technology.

• Ability to process certified mail.

• Demonstrated history of an ability to reliably meet deadlines. 

This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.

Certain related or relevant experience, training, or education, along with supporting reference checks, may be taken into consideration during the evaluation process.

The Construction Industries Board is an Equal Employment Opportunity Employer. It is the policy of the Construction Industries Board to not discriminate against or deny equal employment opportunity to any applicant or employee on the grounds of race, sex, color, age, national origin, genetic information, religion, or disability, so long as the disability does not render the person unable to do the work for which employed. All employees of the Construction Industries Board are “at will” employees. Applicants will not be discriminated against before or during their employment.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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