Administrative Programs Officer - #1408107

Position Title: Administrative Programs Officer II

Department: Construction

Division: 9

Report to: Transportation Manager

FLSA Status: Exempt

Location: ODOT Central Office 200 NE 21st Street, OKC, OK 73105

Note: Candidates selected for positions at the Oklahoma Department of Transportation may be required to complete a pre-employment background check, drug screening, and physical abilities test before beginning employment.

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 of moderate size and scope or perform professional level work involving program supervision, development, coordination, or implementation with responsibility for a major phase of a program which is large in size and scope. Responsibilities may include serving as an operating program manager assigned administrative, staff, or program responsibilities, performing functions in the areas of program management and development, providing guidance for operations and services, performing program planning, development and evaluation activities, and organizing and coordinating program services and activities. Incumbents will be expected to perform assigned duties at all levels of complexity and will provide guidance, supervision and training to assigned staff.

Education And Experience

Education and Experience requirements at this level consist of a bachelor's degree and three (3) years of professional experience in business or public administration; or an equivalent combination of education and experience, substituting one year of technical administrative* experience for each year of the required bachelor's degree. One year of technical administrative* experience may also be substituted for one year only of the required experience.

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

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; and to organize and present facts and opinions.

Special Requirements

Some positions may require that applicants be willing and able to fulfill job-related travel normally associated with this position.

Additional Job Description

• Assist in activating ODOT and OTA construction contracts for the entire state.
• Review contract documents and plans to accurately enter data into SiteManager and AASHTOWare software programs.
• Work with other divisions, field districts, and departments to collect and verify various information and documents.
• Generate Notice To Proceeds.
• Maintain electronic contract files, notice to proceeds, and final detail estimates.
• Assist in processing progressive estimates. Verify contractual documents and estimates for accuracy.
• Process claims for payment to contractors.
• Communicate with residency personnel and contractors of deficiencies.
• Assist with subcontract approval program.
• Ensure subcontracts are approved by Contract Compliance Division prior to approval.
• Maintain electronic subcontract files.
• Act as a liaison with contractors, field personnel, other divisions, other departments, and the general public for information and problem solving.