Business Support Specialist

Business Support Specialist I

Agency: 640 SERVICE OKLAHOMA

Supervisory Organization: Legal - Business Support Services

Job Type: Regular

Full time

Compensation: This position has an annual rate of $36,400.00. Service Oklahoma offers a generous benefits package, including a benefits allowance to offset 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

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:

This job description describes the general nature and level of work performed by the employee assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities and skills.

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 regarding 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 multiple tasks, such as posting and recording data.
• Adheres to local, state, and federal laws and policies.
• Produces documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create complex presentations.
• Receives, retrieves, and enters information using assigned computer or other data processing equipment; 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 mail, materials, and equipment.
• 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.
• Reviews and optimizes records management processes and develops implementation processes.
• Level II coordinates work activities; trains staff; manages and creates scheduled reports.
• Other duties as assigned.

Placards:

• Processes various intake forms of placards (i.e. mail, portal, and SOK store) within the federally required timeframe.
• Types and scans placard data into various programs daily.

Convictions/Suspensions:

• Processes various intake forms of citations (i.e. mail, portal, and paper) within the federally required timeframe.
• Processes various intake forms of suspensions (i.e. mail, portal, and paper) within the federally required timeframe.
• Types and scans convictions/suspensions data into various programs daily. Processes and enters all received citations and suspensions into programs daily.
• Utilizes multi-faceted computer systems to enter, review, and audit data to ensure accuracy and completion in a timely manner.
• Receives communications from internal and external sources and forwards to appropriate SOK divisions or state agencies.

Collisions/MVR:

• Enters, searches, and processes data from generated collisions reports into programs with the use of computer skills and equipment. Calculates customer payments, deposits, and cashier reports.
• Opens, sorts, and processes all received mail, including, but not limited to, collision reports and MVR requests. Assists the needs of customers through various forms of communication, including in-person, email, and phone.
• Manages various spreadsheets in Excel to track monies, MVR requests, and other customer requests.
• Utilizes TEAMS and Outlook to work cross functionally with other SOK teams or divisions to process customer requests.

Med Certs:

• Processes various intake forms of MedCerts (i.e. mail and portal) within the federally required timeframe.
• Ability to multitask within various programs to process MedCerts and computer skills to process MedCerts in multiple programs.
• Use of various state programs such as TEAMS and Outlook to work cross functionally with other SOK teams to process customer requests.
• Ability to sit, reach, and stand to perform job duties.

This position is expected to cross-train in all sections of Business Support Services and perform all job duties in each section based on the needs of the agency.

Knowledge, Skills, & Abilities:

• Knowledge and understanding of office methods and procedures; of grammar, punctuation, spelling, and mathematics.
• Knowledge and understanding of preparing and interpreting charts and graphs; basic bookkeeping procedures and inventory techniques; standard business communication etiquette, including in-person, online, and via phone; current office technologies; proficient in Microsoft Office and phone procedures; use of computer equipment, such as state issued computer, fax, copy machine, and scanner; systems, such as Microsoft Office, including Outlook and Teams.
• Knowledge and understanding of records retention.
• Skills in operating computers, fax machines, copiers/printers, etc.
• Strong skills in organization and time management; in records management principles to help with solutions, data classification and processing, and processing lifecycle.
• Customer service skills to assist any customer needs or requests through various forms of communication to include in person, email, and phone.
• Ability to maintain effective working relationships with others; maintain and promote a positive attitude and work environment.
• Ability to follow oral and written instructions.
• Ability to establish and maintain a digital filing system; prepare documents, reports, and files for dissemination to external sources; quickly learn new systems of organization and technology.
• Ability to apply logic and reasoning to identify issues or approach problems, evaluate alternative solutions, and recommend possible conclusions using critical thinking skills; calculate simple math when processing customer payments, deposits, and cashier reports.

Level Descriptors:

Level I:

• The Level I is an entry-level position where employees are responsible for performing various routine duties related to business support functions.

Level II:

• The Level II is an advance-level position where employees may be assigned responsibilities as a subject matter expert, lead worker, and/or a team lead.

Education & Experience:

The preferred minimum qualifications for this position are:

Level I:

• An Associate's Degree in any field OR two (2) years of experience in clerical office or a closely related field OR equivalent combination of education and experience.

Level II:

• An Associate's Degree in any field, PLUS one (1) year of experience in clerical office or closely related field OR three (3) years of experience in clerical office or a closely related field OR equivalent combination of education and experience.

Preference may be given to candidates who: Can type more than 60wpm with an accuracy of more than 90% and demonstrate an advanced level at 10-key.

Special Requirements:

• The schedule for this position may vary and require flexibility,