Construction Industries Board - Administrative Programs Officer - Roofing/Home Inspector Secretary

Basic Purpose

Summary

Responsible for professional level administrative work for a specialized trade program area – processing applications for licenses/registrations/endorsements, maintaining records, preparing correspondence, and managing the technical committee process. Provides administrative support to other managerial staff, provides services to agency customers. Performs all other duties as assigned by supervisor or Administrator.

Typical Functions

Essential Duties and Responsibilities:

• Directs the processing of license/registration/endorsement renewals and applications for the Roofing and Home Inspector trades, determining if licensees/registrants/endorsees meet statutory requirements and administrative rules in order to obtain license/registration/endorsement. Verify that licensee/registrant/endorsee has obtained required CEU’s, and has no tax, unpaid citation, or child support holds. Update license/registration/endorsement information and enter exam scores in computer for new licensees/endorsees. Print licenses/registrations/endorsements, wall certificate and congratulation letter and mail them out. Send deficiency letters.
• Receives and reviews corporate documents, by-laws and articles of incorporation for requirements, including ownership percentages, etc. and communicates with the Secretary of State’s office as needed.
• Processes refunds. Submits refunds, and makes copies of checks when issued. Mails out checks to recipients.
• Plans, organizes and coordinates Committee meetings; advises and directs agency staff in preparing information and materials for consideration by the Board. Timely prepares information, reports, and material for consideration by the Roofing and Home Inspector Committees.
• Advises Committee members, agency staff, and applicants on procedures and statutory requirements; ensures compliance with the Open Meeting Act; notifies Secretary of State, Board members, the Governor's Office, members of the legislature and other agencies of scheduled meetings of the Committees.
• Develops and prepares agenda for Committee meetings, quorum calls, identifies agenda items and provides materials to all relative members; researches minutes of previous meetings to identify specific requests from Committee members and ensures responses are prepared.
• Conducts roll call votes at Roofing and Home Inspector Committee meetings; records and transcribes Committee meeting minutes for signature by the Chairman of the Committee; maintains required records and files.
• Sets up room for Roofing and Home Inspector Committee meetings. Assists Chairman with conducting meeting.
• Opens, and distributes mail; composes official correspondence for supervisor’s signature.
• Receives and manages telephone calls; provides information or refers callers to appropriate staff members; answers inquiries.
• Prepares travel claims for witnesses and Committee Members within designated time frames. Types letters for field staff as needed. Respond to field staff inquiries. Completes forms, requests, and other documents by obtaining and recording appropriate information for the Roofing and Home Inspector Licensing Division.
• Stamps in forms for Continuing Education Classes to be approved by the Roofing and Home Inspector Committee. Once approved, and class number assigned, prepares file and mails approval letter to vendor. Processes Roofing and Home Inspector classes through the Committee when they meet. Updates individual files.
• Generates and runs reports and queries as needed.
• Filing, inventory, and other duties as assigned- requires heavy lifting.
• Daily receipting of funds, managing daily deposits, and processing incoming applications. Assists with remaining trade’s daily receipting when necessary.
• Covers other CIB office job duties and assists all trades with customer service and workloads.
• 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.
  
  

Education And Experience

Minimum Qualifications:

• High School diploma or equivalent. Bachelor’s degree and one year of professional or technical administrative experience; OR four years of professional or technical administrative experience; OR an equivalent combination of education and experience.
• Intermediate knowledge of relevant software applications including MS Office, email and internet.
• Knowledge of office management systems and administrative procedures.
• Ability to become and maintain Oklahoma Notary.
• Ability to process certified mail.
• Demonstrated history of an ability to reliably meet deadlines.
  
  

Preferred Qualifications

• Experience with reviewing corporate documents, legal documents, by-laws, articles of incorporation for requirements, and other forms of official governmental/state records.
  
  

Knowledge, Skills, Abilities And Competencies

Knowledge, Skills, and Abilities:

Knowledge, Skills and Abilities required at this level include ability to learn & comprehend state laws concerning open meetings and administrative procedures; learning and comprehension of state laws and regulations relating to the CIB. Skills and abilities to receive and review corporate documents, by-laws and articles of incorporation for requirements, including ownership percentages, etc. and communicate with the Secretary of State’s office as needed. Ability is required to plan, organize and coordinate Committee meetings; to communicate agency policies and procedures; and to establish and maintain effective working relationships with others. The 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.

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 plan, organize and coordinate Committees and to independently perform high-level technical administrative duties. Ability to work under tight deadlines, manage multiple priorities, and train others to fill in when needed. Requires knowledge of basic research techniques, and current office technologies and business communications. Requires ability to type accurately, and responsibly manage cash. Bi-lingual capabilities a plus. 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. Avoid accusations, criticisms and gossip with co-workers and others about the agency or other employees. Avoid providing broad, sweeping or personal opinions outside of your specific core function. Be a leader in growing a respectful, supportive and productive workplace, 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.

Additional Job Description

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.