Ohio Department of Public Safety - Facility Services
Report to Location: 1970 West Broad Street, Columbus, Ohio 43223
Work Hours: 8:00am - 5:00pm (Hours may vary- Part Time position)
Under the direction of the Administrative Officer 2, perform routine administrative duties (e.g. respond to correspondences; prepare reports & spreadsheets in Excel & Access as needed (e.g. job orders, print orders, purchasing orders); maintain Departmental Computer Assisted Facility Management system to perform follow-up on work orders, projects & tasks); Make recommendations regarding program activities of Facility Services; Serve as a liaison between offices that report to the Facility Administrator as well as Administrator & subordinates; Coordinate & maintain schedule of various facility events (e.g., reporting cycles, seasonal facility programs, safety events); Monitor & ensure the Facility Service Website’s information is kept up-to date; Monitor, coordinate, & track the Units travel & training; Coordinate, gather, & assemble information for weekly reports; Assist in the development, review, & submission of Units Operating & Capital Budgets (e.g., prepare confidential correspondence & reports related to budgetary matters; ensure timely updates of statistical data pertaining to the Facility Services); Conduct research to resolve sensitive issues; Provide technical information & advice to administrator to aid in decision making; Represent Administrator at meetings & conferences.
Perform clerical tasks (e.g., establish, maintain, & update important files for all offices within the Facility Services; oversee record retention schedules, hand deliver confidential documents to other divisions within the department); Perform public relation duties (e.g. greet visitors, answer telephones, route calls to appropriate office); Review & sorts incoming mail; Route correspondence to appropriate division section; Furnish information & respond to correspondence from other Ohio Department of Public Safety (ODPS) Divisions.
Manage office functions (e.g., prepare office payroll; maintain the security access approval program; assist in maintaining the units vendors files & ensure files are up to date); Maintain accurate records for auditing purposes; Purchase equipment & orders supplies; Prepare purchasing requests via Ohio Administrative Knowledge System (OAKS); Track training & over time budget; Perform other related duties as assigned.
Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college.
- Or 18 mos. exp. or 18 mos. trg. in secretarial/administrative professional field.
- Or 6 mos. exp. as Administrative Professional 1, 16871.
- Or equivalent of Minimum Class Qualifications For Employment noted above.
Major Worker Characteristics
Knowledge of: Budgeting; office practices & procedures (Facility Services); Agency Policies & Procedures (ODPS); Public Relations.
Skill in: Word Processing (Microsoft Office applications); Equipment Operations (general office equipment).
Ability to: Apply principles to solve practical everyday problems; deal with variety of variables in somewhat unfamiliar context; READ & RECORD FIGURES ACCURATELY; add, subtract, multiply & divide whole numbers; complete routine forms; maintain accurate records; write directives, memos & other publications; gather, collate, & classify information according to establish methods; handle sensitive inquires from & contacts with officials & general public; originate routine business letters reflecting standard procedures; screen mail; ANSWER ROUTINE TELEPHONE INQUIRIES FROM PUBLIC.
Background Check Information
- This position may be filled by a layoff or certification eligibility list.
- This position will be filled in accordance with the OCSEA/AFSCME bargaining agreement, if applicable.
- A background check, tax check, BCI & FBI fingerprint check, may be required on all selected applicants.
- A comparative analysis and/or drug-test may be a requirement of the hiring process.