Admin Programs Officer

Job Posting Title

Admin Programs Officer

Agency

805 DEPARTMENT OF REHABILITATION SERVICES

Supervisory Organization

Dept Rehabilitation Services–MSD - Central/Dept Servs

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

Full time

Job Type

Regular

Compensation

Monthly/Annual Salary: Monthly Annual
Level III (Pay Band M) $5,498.67 $65,984.04

Job Description

Basic Purpose

Positions in this job family are assigned responsibilities involving professional level work in managing, coordinating or directing a major phase of a comprehensive or specialized operating program, providing staff services in various management areas, direction of a major operating division, program, unit, or functional area, or similar responsibilities. This may include serving as an operating program manager assigned administrative, staff, or program responsibilities, coordination, promotion, and improvement of programs, providing services in the areas of formulating agency policies or operating procedures, preparing agency budgets, fiscal management, human resources administration, physical plant operations, or other management functions, supervising specialized agency services, performing highly technical managerial or administrative support duties for executive level positions, or directing and coordinating volunteer or educational programs, and other comparable responsibilities. Positions not clearly identified by another job family, but having responsibilities involving directing, managing, or coordinating various agency functions or programs, may also be included in this job family.

Typical Functions

•Plans, organizes and/or directs a component of an agency or institutional program or a major division, program, or function established to accomplish a basic goal or mission of the agency.

•Interprets and advises agency personnel and the general public on departmental rules, regulations and laws governing the operation of the agency, division or department program.

•Prepares administrative, statistical and/or fiscal documents pertaining to departmental activity.

•Provides supervision or direction to assigned staff in planning, promoting, and implementing programs in accordance with agency policies and goals.

•Advises on future resource requirements, priorities for programs and activities; estimates timetables for accomplishing assigned activities; develops policies, rules, and regulations consistent with state and federal laws pertaining to the administration of programs.

•Plans, develops and conducts training, seminars, meetings, or clinics as required; represents the agency at meetings, seminars, and conferences.

•Drafts policies and procedures, and develops contract or grant proposals.

•Reviews proposed legislation and recommends changes; may act as legislative liaison.

Level Descriptor

At this level employees are assigned responsibilities involving the direction or management of a major program, division, unit or function, which is large in size and scope. Responsibilities include program development, direction, planning, and evaluation and organizing and coordinating program services and activities. Incumbents will be given administrative freedom to plan, develop, and organize all phases of the work necessary for its completion within broad program guidelines.

Education and Experience

Education and Experience requirements at this level consist of a bachelor's degree and four years of professional experience in business or public administration, including one year in a supervisory or administrative capacity; or an equivalent combination of education and experience, substituting one year of technical administrative* or professional experience in business or public administration for each year of the required education.

One year of technical administrative* experience may be applied for one year only of the required experience.

*Technical administrative experience would include highly complex clerical work gained under the direct supervision of a professional supervisor or manager.

NOTE: No substitution will be allowed for the required professional level experience in a supervisory or administrative capacity.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills and Abilities required at this level include knowledge of the methods of organization and management; of public administration; of agency policies and procedures; of grant or contract program requirements; of the legislative process; of basic research and statistical techniques; of federal and state laws and regulations relating to administration of assigned programs; and of supervisory principles and practices.

Ability is required to establish and maintain effective working relationships with others; to communicate effectively, both orally and in writing; to establish and develop training programs; to exercise good judgment in analyzing situations and making decisions; to organize and present facts and opinions; to plan, direct, and review the work of others; to analyze complex situations and make responsible decisions; and to coordinate the work of organizational units.

Special Requirements

*Certified Procurement Officer (CPO) certification.*

Some positions will require that applicants be willing and able to perform all job-related travel.

Additional Job Description

Position is located in Management Services Division - Central/Dept Services at DRS State Office in Oklahoma City.

Essential Functions: Position is responsible for the planning, coordinating, and administering of procurements related to construction projects, facilities operations, maintenance services, capital improvements and leasing agreements. Duties include administer and manage procurements and contracts for construction, facilities, and building operations projects and services; procure construction-related services including HVAC maintenance, generator maintenance, janitorial services, pest control, grounds maintenance, snow removal, and fire-suppression systems; prepare, review, process, and maintain procurement documents including requisitions, specifications, solicitations, bids, contracts, purchase orders, amendments, change orders, and closeout records; monitor contract terms, purchase orders, contract renewals, and supplier compliance requirements; track procurement projects from acquisition planning through contract closeout using project management tools; monitor project milestones, approvals, encumbrances, deliverables, renewals, and pending procurement actions; lead or participate in project, procurement-status, pre-bid, pre-construction, and contractor meetings; provide management with updates regarding solicitation status, contract awards, project progress, payments, and procurement risks; serve as the primary procurement liaison between agency programs, facilities personnel, architects, engineers, contractors, inspectors, and external oversight agencies; coordinate with suppliers and contractors to obtain required documentation and resolve contract administration issues; process lease agreements, lease renewals, purchase-order renewals, and associated procurement documentation; review, reconcile, and process lease invoices and related payment documentation; maintain complete, accurate, auditable procurement and project records, monitor procurement compliance and elevate risks, contractor-performance concerns, and potential noncompliance issues; assist in developing and maintaining procurement and project tracking systems and reporting tools; provide professional customer service and timely communication to internal and external stakeholders.

Applicant must be willing to perform all job-related travel.

Trial period (if applicable) is required.

Knowledge, Skills and Abilities:

Knowledge of public procurement principles, laws, regulations, policies, procedures, and ethical standards governing the acquisition of construction, facilities, and building operations goods and services. Knowledge of construction contracting, facility maintenance operations, lease administration, competitive solicitation methods, and contract lifecycle managements. Ability to interpret and apply laws, regulations, policies, contracts, specifications, scopes of work, lease agreements, and procurement requirements. Ability to plan, coordinate, and manage multiple construction, facilities, and procurement projects simultaneously while meeting established deadlines and performance objectives.

Ability to analyze procurement, contractual, financial, operational, and compliance issues; identify risks; and develop effective recommendations and solutions. Ability to establish and maintain effective working relationships with agency personnel, contractors, architects, engineers, suppliers, regulatory agencies, and other stakeholders. Ability to communicate effectively

Skill in developing, administering, and maintaining solicitations, contracts, purchase orders, amendments, change orders and other procurement and contract documents.

Skill in maintaining accurate, complete, and auditable records, monitoring contract and supplier compliance; and ensuring adherence to procurement and documentation requirements.

Preferred Experience: Experience administering construction, facilities, maintenance, or capital improvement procurements. Experience developing and administering Requests for Proposals (RFPs), Invitations to Bid (ITBs), and Request for Quotations (RFQs). Extensive knowledge of PeopleSoft.

Special Requirements: Certified Procurement Officer (CPO) certification.

Background Check:  The Department of Rehabilitation Services will conduct a criminal background check on new hires as part of an offer of employment that is made contingent upon a successful criminal background check. 

*Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Benefit Highlights: The Department of Rehabilitation Services provides a comprehensive benefits package designed to support our employees and their dependents.

Benefits Include:

• Generous state paid benefit allowance to help cover insurance premiums
• A wide choice of health insurance plans with no pre-existing condition exclusions or limitations
• Flexible spending accounts for health care expenses or dependent care
• Employee assistance programs and health and fitness programs
• 11 paid holidays
• 15 days of vacation and 15 days of sick leave for the first year
• Retirement Savings Plan with a generous match
• Longevity Bonus for years of service

Method of Application: Applicants without previous state service, with previous state service but not currently employed by a state agency must apply though the Workday on-line External Listings applicant system (State of Oklahoma Careers (myworkdayjobs.com).

Current State of Oklahoma employees must apply through the Workday on-line Internal Listings applicant system (Find Jobs - Internal State of Oklahoma - Workday (myworkday.com)

For questions regarding specific duties or details of this job, please contact Human Resources at [email protected].

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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