Part-time / Temporary Administrative Specialist

Part-time / Temporary Administrative Specialist

The Office of State Treasurer is a state agency with approximately 50 employees. The office is responsible for all treasury functions for the State, and accordingly, it manages and invests state funds. Further, it performs banking functions for the approximately 150 other state agencies. Such functions include receiving deposits, disbursing monies, executing investment transactions at the agencies' direction, maintaining account balances, and providing monthly account statements. The Office of the State Treasurer also administers the state's Unclaimed Property program. This position is assigned responsibilities for providing support to the Oklahoma Unclaimed Property Division and will primarily report to the Unclaimed Property Operations Manager from a satellite location.

The Administrative Specialist is often the first point of contact for customers seeking information regarding unclaimed property. This position serves as a subject-matter expert by answering questions related to unclaimed property claims. Daily contact involves communication with members of the public or other agency staff via phone calls, electronic communications, and walk-ins.

The Administrative Specialist will be assigned responsibilities related to providing professional and technical services and assistance to members of the public and resolving questions. They will analyze information presented to determine the nature of a problem, provide assistance in interpreting, and advise customers on matters and documents related to their new or existing unclaimed property claims as needed.

Part-time / Temporary employees are not eligible for any health or retirement benefits until they have worked over 999 hours in a 12-month period.

The State Treasurer, the Chief of Staff, the divisionally responsible Deputy Treasurer, or the employee may terminate the employment relationship at any time without notice. Part-time / temporary employees may be dismissed with or without cause.

Work is typically performed in an office setting with a climate-controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to communicate and move about inside the office. This position requires long periods of remaining in a stationary position, lifting objects / boxes not more than 50 lbs. and daily use of a laptop computer and desk phone.

The essential functions include the following :

• Maintains records, office materials, and sets up public information displays for State of Oklahoma and Treasury programs.
• Maintains cleanliness of work area.
• Receives customers or visitors; answers telephone calls; secures and provides requested information; provides services; or directs the request to those who can provide the customer with information or services.
• Eighty percent or greater of the duties associated with this position will be comprised of document and file imaging, scanning, and electronic filing.
• Notarize & certify documents as "true copies" of original raised seal or wet signature documents.
• Correspondence requiring knowledge of program procedures and policies.
• Enters and retrieves information using personal computer or other data processing equipment and receives and reviews documents and data.
• Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs several tasks such as posting and recording data.
• Other duties as assigned.

Knowledge of spelling, punctuation, and business English; business mathematics; modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs.

Skills in basic computer functions, intermediate skills in Microsoft Excel / Word / Outlook operations, basic clerical functions, basic typing and 10-key entry, customer service, desk phone usage, and an understanding of accounting and bookkeeping principles.

Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.

Maintains records, office materials, and sets up public information displays for State of Oklahoma and Treasury programs.

Maintains cleanliness of work area.

Receives customers or visitors; answers telephone calls; secures and provides requested information; provides services; or directs the request to those who can provide the customer with information or services.

Receives requests for information and services and provides such services using available websites or technological equipment.

Responds to requests concerning the interpretation of policies and procedures.

Prepares mail and parcels for mailing as required.

Screens, examines, and verifies documents for correctness, appropriateness, adequacy, and conformity to establish requirements and follow up on requests or discrepancies.

Prepare, compile and sort documents for data entry.

Verify data and correct data where necessary.

Manages information using data processing equipment.

Sorts, files, and maintains records; answers phones; other duties as assigned.

Enter data from source documents into prescribed databases, files, and forms.

Store / save completed documents in designated file locations.

Respond to requests for information and access relevant files.

Print and or image information when required.

Comply with data integrity and security policies.

Work with management to prioritize workload.

Work no less than 30 hours per week, eight (6) hours daily on Monday through Friday from 10 : 00am to 3 : 00pm.

Education and Experience requirements at this level consist of the following :

This position is at-will, requires an in-office presence and does not currently offer tele-work. Travel to OKC, OK for initial training.

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.