ADMINISTRATIVE
TECHNICIAN
BASIC PURPOSE:
Positions
in this job family are assigned duties and responsibilities involving document
production and management through a variety of manual or technological
processes. This may include preparing
correspondence, reports or other documents, maintaining various filing systems,
including computer records of various activities, reviewing and processing
applications for permits or licenses, assisting agency customers with inquiries
or problems concerning an assigned program area, processing various types of
claims, requisitions, purchase orders and invoices for payment, and similar
duties.
TYPICAL FUNCTIONS:
The
functions within this job family will vary by level, but may include the
following:
·
Maintains a variety of records such as perpetual inventories
of supplies and materials, and statements of expenditures; reconciles
departmental records with central records; prepares correspondence, forms and
reports.
·
Initiates and handles correspondence relating to a special
field or program in regards to agency or program rules, policies, procedures,
or requirements.
·
Performs a variety of sorting and filing tasks; answers the
phone, takes messages, and disseminates information; opens, sorts, distributes,
collects, and delivers mail; performs a number of tasks such as posting and
recording data.
·
Produces documents of various levels of complexity, ranging
from plain copy typing to the manipulation of data to create complex
presentations.
·
Enters and retrieves information using personal computer or
other data processing equipment, and receives and reviews coded and uncoded
source documents; proofs previously entered data and makes routine corrections.
·
Examines, checks, and verifies reports and other documents
for completeness, appropriateness, adequacy, and conformity to established
requirements, and follows up on discrepancies.
·
Maintains an inventory of equipment and supplies used in
office or shop operations; receives or delivers materials and equipment.
·
Supervises staff and activities involved in the performance
of specialized or technical work, which involves the exercise of independent
judgment; develops operational procedures and trains staff.
·
Reviews and processes claims from vendors, contractors,
medical providers and others for reimbursement or payment under various state
programs.
·
Assists customers in securing needed information and
documents; conducts interviews to obtain information from clients; provides
transportation or other assistance to clients as required.
LEVEL DESCRIPTORS:
The
Administrative Technician job family consists of four levels of work which are
distinguished by the complexity of job assignments, the extent of
responsibility, and specific duties assigned, the level of expertise required
for the completion of assigned tasks, and the responsibility for the
supervision of others.
This
is the basic level where employees perform only the most routine tasks. Employees will be expected to gain in-depth
knowledge of the program or services being offered.
Knowledge,
Skills and Abilities required at this level include knowledge of office methods
and procedures; and of grammar, punctuation, spelling, and basic
mathematics. Skill is required to
operate office machines including computers/PCs. Ability is required to follow oral and written instructions and
to establish and maintain effective working relationships with others.
Education and Experience requirements at this level consist of six months of
clerical office experience; or an equivalent combination of education and
experience, substituting one of the following for the required experience: (a) six months of technical or vocational
training course work or high school training in business or office machines; or
(b) the completion of 15 semester hours from a college or university.
Level II: Code: E16B Salary
Band: E
This is the career level of this
job family where employees are assigned duties at all levels of
complexity. Some responsibility may
also be assigned for providing training or assistance to lower level employees.
Knowledge,
Skills and Abilities required at this level include those identified in Level I
plus knowledge of preparing and interpreting charts and graphs; of basic
bookkeeping procedures; of mathematics; of inventory techniques; of telephone
procedures; and of standard business communications. Ability is required to establish and maintain filing systems and
to prepare documents.
Education and
Experience requirements
at this level consist of one year of clerical office experience or an
equivalent combination of education and experience.
This is the specialist level
where employees will independently perform most complex and technical duties,
such as preparing presentations through manipulation of data, or preparing
documents for audits or special reports.
Some responsibility may be assigned for the functional supervision of
other employees on a limited basis.
Knowledge,
Skills, and Abilities required at this level include those identified in Level
II, plus knowledge of current office technologies; and ability to prepare
documents, reports, and files for dissemination to external sources.
Education and
Experience requirements
at this level include those identified in Level II, plus one additional year of
qualifying experience.
LEVEL IV: Code: E16D Salary
Band: G
This
is the leadership level where employees are assigned responsibilities for the
supervision of lower-level staff providing technical support for an agency,
program, or service. This will include
assignment and review of work, insuring completion of required activities, and
providing training in work processes and other areas.
Knowledge,
Skills, and Abilities required for
this level include those identified in Level III, plus knowledge of supervisory
principles and practices and ability is required to analyze situations and make
decisions in accordance with rules, laws, and regulations; and to supervise and
train staff.
Education and
Experience requirements
for this level include those identified in Level III, plus one additional year
of qualifying experience.
SELECTIVE QUALIFICATIONS:
Some
positions may require skill in typing accurately from plain copy at a rate of
forty words per minute.
SPECIAL REQUIREMENTS:
Some
positions within the Oklahoma Department of Human Services may require frequent
job-related travel.