Business Support Specialist

Job Posting Title

Business Support Specialist

Agency

640 SERVICE OKLAHOMA

Supervisory Organization

Service Oklahoma

Job Posting End Date (Continuous if Blank)

June 28, 2024

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

Full time

Job Type

Regular

Compensation

The Service Oklahoma (SOK) mission is to ease the stress in navigating government services by providing a best-in-class customer experience. We are Oklahomans helping Oklahomans by providing driver license and motor vehicle services on behalf of the state.

The Service Oklahoma offers a generous benefits package, including a benefits allowance to off-set the costs of medical, dental, vision, life and disability insurance plans. The Service Oklahoma will match up to 7% towards an employee's Defined Contribution retirement plan. Our employees receive 11 paid holidays, 15 days of paid annual leave, which increases with every 5 years of service, and 15 days of paid sick leave. Additionally, employees will receive longevity payments based on their years of service with the State of Oklahoma.

Job Description

AGENCY SUMMARY

The Service Oklahoma offers a generous benefits package, including a benefits allowance to off-set the costs of medical, dental, vision, life and disability insurance plans. The Service Oklahoma will match up to 7% towards an employee's Defined Contribution retirement plan. Our employees receive 11 paid holidays, 15 days of paid annual leave, which increases with every 5 years of service, and 15 days of paid sick leave. Additionally, employees will receive longevity payments based on their years of service with the State of Oklahoma.

POSITION SUMMARY

The Business Support Specialist is 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.

POSITION RESPONSIBILITIES

The job duties of this position may include responsibilities listed below.

• General Duties

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 regard 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.

• Copying and Printing

Produces documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create complex presentations.

• Data Entry

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.

• Document Processing

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.

Current office technologies to include proficient in Microsoft Office applications to include Outlook, Excel, and PowerPoint

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of

• Office methods and procedures; of grammar, punctuation, and spelling

• Mathematics

• Preparing and interpreting charts and graphs

• Basic bookkeeping procedures

• Inventory techniques

• Telephone procedures

• Standard business communications

• Current office technologies to include proficient in Microsoft Office and Outlook

• Quick to learn new systems of organization and technology

• Skill is required to operate office machines including computers

• Skills to organizing and managing time effectively

• Ability is required to Follow oral and written instructions

• Establish and maintain effective working relationships with others

• Establish and maintain filing system

• Prepare documents, reports, and files for dissemination to external sources

• Promote a positive attitude and work environment

• Proven independent problem identification and solution with decision making

• Regular attendance is a necessary and essential function

• Ability to maneuver within various computer systems

LEVEL DESCRIPTORS

Specialist

• The Specialist is an entry-level position where employees are responsible for performing various routine duties related to business support functions. Duties may include document processing, records management principles to help with solutions, data classification and processing. Duties will vary according to the section in which the position is located and the needs of the Regulatory Services Division.

Lead Specialist

• The Lead Specialist is an advance-level position where employees are assigned responsibilities as a lead worker or team leader. Duties include planning and coordinating work activities, training staff, and managing and creating scheduled reports.

EDUCATION & EXPERIENCE

• An Associate's Degree in any field

• OR two years of experience in a clerical office or a closely related field,

• OR equivalent combination of education and experience.

PREFERENCE

Preference may be given to applicants who can type more than 60wpm with an accuracy of more than 90% and demonstrates an advanced level at 10-key.

SPECIAL REQUIREMENTS

• The schedule for this position may require flexibility, including some weekends and overtime, based on the needs of the agency. This position is not eligible for telework.

• The schedule for this position may require flexibility, including some weekends and overtime, based on the needs of the agency.

• The selected applicant must have reliable transportation and be willing and able to perform all job-related travel. Possession and maintenance of a valid Oklahoma Driver License is also required.

• This position works in a comfortable office setting with a computer for a large percentage of the workday.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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.