Administrative Assistant II

3 days ago

Oklahoma City, United States State Bureau Of Investigation Full time

Job Posting Title

Administrative Assistant II

Agency

308 STATE BUREAU OF INVESTIGATION

Supervisory Organization

State Bureau of Investigation

Job Posting End Date (Continuous if Blank)

September 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

$44,761.90

Job Description

This is a grant funded position located in the Criminal History Management Unit in Oklahoma City, OK.

Basic Purpose

  • Positions in this job family are assigned responsibilities for providing administrative support for program areas and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official. This may include supervising an administrative or clerical unit, responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities. It may also include responsibility for supervising an assigned staff of administrative technicians in performing duties involving the processing of applications for various types of permits or licenses, maintaining various records; preparing correspondence or other materials, and similar activities.

Major Work Duties

  • Performs all duties and responsibilities associated with the creation, maintenance, sealing and dissemination of Oklahoma criminal history and civilian records information and federal criminal history records data, adhering to state statutes, including the Oklahoma Open Records Act, and multiple federal laws, as well as agency and unit policies and procedures.

  • Reviews data submitted electronically or manually on fingerprint cards by law enforcement agencies throughout the state at the time of arrest and conducts research through various databases and through written and/or verbal communication with criminal justice agencies across the state. Interprets coded and uncoded source documents, makes complex decisions, reconciles and accurately enters the demographic and arrest data.

  • Performs record maintenance, modifying, sealing, expunging, and/or deleting criminal data, including demographic information, charges at arrest, charges filed, declinations, dispositions/sentencing data, custodial information, pardons, etc.

  • Develops and maintains confidential and complex filed protected by law, including juvenile records and sealed/expunged criminal records.

  • Interprets and advises internal and external customers on departmental and program rules, regulations and state and federal laws which govern the operation of CHMU. Provides customer service in person, by phone, and through written correspondence, to individuals seeking to view, update, or expunge their criminal history records, and to individuals who claim to be victims of identity theft.

  • Performs administrative review and quality audits of criminal history and civilian background check results, ensuring that fingerprint transactions are received in the required timeframe, and that background check results are complete and relevant crime flags are set properly.

  • Reconciles state criminal history records with those available at the federal level, researching the information in both the state and federal repositories, updating and automating records to ensure the most accurate and complete criminal history record is disseminated in a timely manner.

  • Serves as subject-matter expert, training and providing direction to new and/or lower-level employees. Distributes the unit’s daily work. Assists in the planning, implementation, and testing of new programs and system upgrades. Prepares documents and presentations of varying complexity and delivers public presentations and/or speeches. Conducts quality control on various tasks completed.

  • Trains non-criminal justice agencies regarding authorized purposes for requesting, receiving, storing and disseminating federal criminal history record information for employment, licensing, and other authorized background checks.

Typical Functions

  • Trains other staff.

  • Assigns projects to staff as needed; develops and places in operation special procedures.

  • Initiates correspondence requiring knowledge of agency or program procedures and policies.

  • Develops and maintains confidential or complex files.

  • Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.

  • Prepares invoices and payments of claims, requisitions, purchase orders and other fiscal duties.

  • May supervise subordinate staff.

  • Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.

  • Coordinates activities with internal and external customers.

  • May establish educational and/or training programs.

  • Interviews callers, arranges appointments, and handles office details.

  • Enters and retrieves information using Personal Computer or other data processing equipment and receives and reviews corded and uncoded source documents; reviews data and makes routine corrections.

Level Descriptor

  • At this level, duties and responsibilities will be at all levels of complexity. Employees will coordinate activities both internal and external to the organization or program and may supervise others in performing various administrative duties or other activities.

Education and Experience

  • Education and Experience requirements at this level consist of five years of technical clerical office work; or an equivalent combination of education and experience.

Knowledge, Skills, Abilities and Competencies

  • Knowledge, Skills and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; of the major policies and procedures governing assigned programs; and of supervisory principles and practices. Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.  

Special Requirements

  • Some positions within the Oklahoma Department of Human Services may require frequent job-related travel.

  • Successful applicants must be willing to submit to a drug screen, polygraph examination, psychological evaluation (commissioned positions only), and a thorough background investigation.  Certain events automatically disqualify an applicant, such as, felony conviction; admission of an undetected crime that, if known, would have been a felony charge; failure to pay federal or state income tax; positive confirmed drug urine test; illegal use of a controlled substance within certain time frames. 

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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