Construction Industries Board - Administrative Assistant II - Customer Assistance Representative

Construction Industries Board - Administrative Assistant II - Customer Assistance Representative

Agency : 170 CONSTRUCTION INDUSTRIES BOARD

Supervisory Organization : Construction Industries Board

Job Posting End Date : October 14, 2025

Full / Part-Time : Full time

Job Type : Regular

Compensation : CUSTOMER ASSISTANCE REPRESENTATIVE (FLSA CLASSIFICATION : Non-Exempt) UNCLASSIFIED $54,293.14 / year ($4,524.43 / mo) - $57,150.67 / year ($4,762.56 / mo)

Job Description :

Customer Assistance Representative

Summary :

Responsible for general services and assistance to customers, fiscal responsibilities, for resolving questions and problems concerning certification and / or licensing, and for answers to general agency policies regarding these areas. Responds to requests for publications and forms, analyzes information presented to determine nature of the problem, works with Agency Trade Secretaries to provide advice on laws, policies, and procedures as related to the agency's business operations, and provides other assistance as needed. Performs all other duties as assigned by supervisor or Administrator.

Essential Duties and Responsibilities :

1. Responds to all incoming agency telephone calls (Multiple busy phone lines).

2. Provides exemplary customer service to all walk-in customers, assisting customers with applications, payment, licensing / agency policy questions, advice, etc.

3. Receipts, opens, sorts, and distributes all incoming mail. (Sign for packages, assuring that the CIB has received all packages for which we sign as delivered. Open and stamp mail)

4. Receipts all agency customer funds and licensure applications. (Responsible for receipting and handling large amounts of checks, money orders, and cash). Each complete application is entered into the licensing system, inputting all required information and verifying current information is correct.

5. Prepares copies and returns all incorrect checks, applications, and / or renewal forms (Daily duty).

6. Makes copies of all applications and information for mailing and lobby.

7. Notarize documents.

8. Processes and prepares all out-going applications daily.

9. Processes and prepares all invoices from purchase orders for all trades licensees. Processes all wire transfers.

10. Prepares daily deposit. Runs two totals on all checks / money orders, and cash. Reconciles all checks / money orders, and cash daily receipts to CIB licensing system totals, verifying that all monies receipted are deposited. Verifies that all applications were posted to the correct trade.

11. Assures that CIB daily deposit is given to courier, and that any receipts / mail backs are placed in the safe at the end of the business day.

12. Sorts and distributes receipted renewals, new applications, and all other mail to appropriate division.

13. Assists other administrative staff when duties completed (Apprentice applications, Bonds and Insurance, CEU's, Electrical journeymen, etc.)

14. Filing of agency paperwork.

15. 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.

16. All other duties as assigned.

Knowledge, Skills, and Abilities :

Requires knowledge of current office technologies and basic business communications. Requires ability to follow oral and written instructions, to communicate effectively both orally and in writing, to type accurately, to responsibly manage cash. Ability to read, comprehend, and apply various policies and procedures; to understand various agency laws and rules concerning the business operations of the agency; and to be able to apply laws and rules to individual situations. Must be reliable, consistent, meet deadlines, and follow-up regularly on 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 required to establish and maintain effective working relationships with others. 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. Ability to physically perform job duties including significant walking, standing, sitting, grabbing, pushing, pulling, and heavy lifting, along with inputting / accessing information via a computer, including substantial desk and computer time. Bi-lingual capabilities a plus.

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.

Minimum Qualifications :

High School diploma or equivalent. Two years of office clerical experience including data entry, plus two years of customer service experience or an equivalent combination of education and experience. Basic knowledge of relevant software applications including MS Office, email, and internet. Knowledge of office management systems and administrative procedures. Ability to obtain and keep Oklahoma notary.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all duties, responsibilities, and requirements of this position. This job description is intended as a summary of the primary responsibilities, qualifications and duties 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.