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Administrative Professional 2 at STATE OF OHIO in Columbus, Ohio

Posted in Admin - Clerical 30+ days ago.

Type: Full-Time





Job Description:

The mission of the Liquor Control Commission is to ensure compliance with the liquor laws and regulations of the state of Ohio and to provide fair and impartial hearings for the protection of the public and liquor permit holders

  

The Liquor Control Commission is seeking an individual to perform the following duties:



  • Relieve superior of routine administrative duties (e.g., answer telephones, take messages &/or refer calls, greet visitors, receives & process mail).



  • Respond to questions from general public &/or other government agencies by telephone, letter, or in person (e.g., explain Commission procedures).



  • Assist with public records requests.



  • Maintain accurate records & filing systems (e.g., enter &/or retrieve information, maintain/update database, records & evidence for case files, perform data entry).



  • Assist with dockets (e.g. print, organize & compile docket information, review prior violation history & summarize information on dockets).



  • Assist in creation of case files & filing documents in case files (e.g. receipt of certified mail, motions, filings).



  • Assist in processing continuance notices & notifying parties & witnesses of continuances (e.g. typing, copying & mailing).



  • Assist in the processings of subpoena requests.



  • Reserve & prepare rooms for hearings.



  • Assist in the coordiation of virtual hearings (e.g, creates and hosts meetings, provides administrative support during meetings).



  • Update witness list.



  • Assist to register attorneys, permit holders, witnesses & investigators.



  • Assist to brief principals on hearing procedures.



  • Assist to file all records & evidence.



  • Schedule court reporters & obtain bids for court reporters.



  • Collect data for public hearings.



  • Shred obsolete evidence.



  • Review records retention schedules & process files for archives &/or shredding according to agency retention schedule.




  • Process travel expenditures (e.g. creating & modifying expense reports & travel authorizations).







  • Receive & record revenue (e.g. checks), invoices, vouchers & supporting documentation.







  • Process invoices (e.g. track invoices, create request for payment forms, provide documents to supervisor for review & approval, verify correct amount & maintain a reconciliation spreadsheet).







  • Match purchasing documents with invoices & receiving documents, & record necessary information.







  • Track payments to ensure timely & accurate payment of invoices.







  • Process bills for payment (e.g. witness fees & sheriff writs).







  • Reconcile expenditures.







  • Update spreadsheets as needed (e.g. forfeiture payments).







  • Maintain office equipment & supplies (e.g., place orders for & track supplies & coordinate repair/service calls for office) & serve as payment (p-card) holder.







  • Interface with IT consultant to provide timely information for website.







  • Work on special assignments & projects as directed by Executive Director & immediate supervisor.







  • Assist co-workers during peak work periods, vacation & illnesses.







  • Demonstrate commitment to customer service performance standards in alignment with agency’s promise to deliver service, support & solutions to customers.







  • Maintain & update inventory log.







  • Assist in completing the annual inventory certification (e.g. documenting the retiring of assets).







  • Other duties as assigned by Executive Director (e.g. assist with back-up duties as needed).





Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college.

-Or 18 motns experience or 18 months training in secretarial/administrative professional field.

-Or 6 months experience as Administrative Professional 1, 16871.

-Or equivalent of Minimum Class Qualifications For Employment noted above.





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