Administrative Professional

Job Details

ABOUT THE DIVISION OF WILDLIFE

The Division of Wildlife is a direct descendant of the Ohio Fish Commission, which was created by the General Assembly in 1873 to deal with declining fish populations in Ohio’s inland lakes and streams. In 1949 the Division was joined with other state conservation agencies under the mantle of the newly created Department of Natural Resources.

Division of Wildlife projects are carried out by a team of nearly 500 trained personnel. We face many challenges in the pursuit of our goal to ensure an abundance of high quality wildlife experiences for today’s Ohioans and for future generations.  Land acquisition, harvest regulations, and licensing are fundamental tools in the management of Ohio’s wildlife resources.

Our division manages or cooperates in managing over three-quarters of a million acres of diverse wildlife lands throughout the state, plus more than 2 1/4 million acres of water. On the basis of biological data and public input, we issue regulations that supplement long-term statutes to protect wildlife and to provide the public with opportunities to benefit from wildlife for recreational, scientific, and other purposes.

Click the link to learn more about the Division of Wildlife.

RESPONSIBILITIES OF THE POSITION:

Relieves administrator of routine administrative duties by performing a variety of support functions for the Law Enforcement [LE] Section:  monitors basic service project for LE Operations; updates & provides spreadsheets for monthly distribution; provides related technical information & advice to administrators to aid in decision making; provides/distributes confidential information to associated staff (e.g., provides technical information related to Turn In  A Poacher [TIP] program forms; contacts wildlife officers to relay information); maintains confidential personnel records for LE Section; serves as public records officer for the division (e.g., coordinates requests with the public, division staff, Office of Legal Services, Labor Relations) & obtains, tracks & prepares information (e.g., corresponds with requester, redacts information, makes copies); enters/updates certification of fleet information into database (e.g., vehicle mileage, maintenance); assists in developing new procedures related to established program policy  (e.g., researches, analyzes, takes notes in meetings) for TIP program, Child Support Enforcement Agency License revocation requirements; assist with LE Operations inventory (e.g., provides technical documentation/information to staff); assists with preparation of administrative rules (i.e., electronic rule filing [ERF]); serves as liaison between LE Administrator, Division of Wildlife [DOW] staff & the TIP Board related to policies, procedures, TIP rewards, & record filing; acts as liaison between DOW & County Child Support Enforcement Agencies related to Child Support License Revocations (e.g., policies, procedures, database of licenses revoked, licenses reinstated & data entry to correlating licensing system with individuals behind on child support, produces revocation notice letters); assists with TIP Program, Child Support license revocation database, & LE Group inventory in administrator’s absence (e.g., answers questions, represents supervisor at meetings);  assists with expungement & sealing of records (e.g., maintaining database); updates operational plan projects; maintains pollution data records (e.g., enters data, compiles reports); coordinates daily work flow of office (e.g., tracks projects, assignments, maintains files, drafts business letters, memos & correspondence); serves as liaison between administrator & subordinates (e.g., transmits decisions & directives); attends meetings & takes notes/minutes.

Manages business functions of administrator’s office: in activities for the division’s LE programs:  assists supervisor in preparing & monitoring budgets (e.g., projections, expenditures, payment card transactions, researches & reconciles budget & financial reports); prepares & audits payroll (e.g., reviews payroll register bi-weekly, reconciles bi-weekly payrolls journals); processes bills/invoices for payment (e.g., prepares, reconciles, maintains, & issues payment to vendors through the Ohio Administrative Knowledge System [OAKS]); creates purchase orders in OAKS; generates reports from OAKS Business Intelligence [BI]; verifies, posts & reconciles receipts of funds & authorizes expenditures; processes travel requests; purchases supplies & equipment; maintains fiscal & personnel records; coordinates travel arrangements for Administration & section leaders; prepares & processes business related documents (e.g., personnel action memos, travel requests, interview letters, confidential internal investigations & covert unit summaries, publications); coordinates & tracks TIP rewards; coordinates & schedules meetings for LE Administrator & prepares PowerPoint presentations; sustains new & existing computer program files (e.g., vehicle, building & equipment inventories); prepares documents for inventory control activities; prepares inventory reports as needed; processes incoming mail (e.g., sorts, date stamps, logs, distributes); logs & follows proper procedures related to incoming monetary donations; serves as backup for phone coverage (e.g., answers phones, screens & directs calls or takes messages).

Performs public relations duties:  researches & responds to inquiries & complaints from the public & constituents related to enforcement issues (e.g., in person, in writing, on telephone); types & generates routine & confidential material & reports on computer; works on special assignments & projects as directed (e.g., assists in conducting inventory); prepares memos & presentations for dissemination outside work unit; performs public relations between DOW, & Ohio Department of Natural Resources [ODNR], & DOW Communications; may drive state vehicle from area to area of the state to perform job duties (e.g., drive to field location, attends meetings, conferences, training workshops).Minimum Qualifications

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:  English grammar & composition; arithmetic that includes addition subtraction, multiplication & division; records management; business communications; budgeting*; inventory control; public relations; human relations; office, administrative, & general practices & procedures*; agency policies & procedures (department, division, wildlife operations)*; government structure & process (state)*; law (Ohio Revised Code [ORC] 1533.82).

Skilled in:  word processing (Microsoft Office: Word, Excel, Access, Outlook, Quicken, Fleet Ohio, division licensing system*, reservation point-of-sale system*, OAKS*, employee time activity reporting system [eTARS]*, PowerPoint); equipment operation (personal computer, general office equipment, telephone, printer, calculator, fax, copier, scanner, laminator, shredder, point-of-sale computer system).

Ability to:  write routine business letters, following standard procedures; compose directives, memos & other publications; make appointments; assess questions & provide appropriate information or referral; deal with problems involving several variables in familiar context; apply principles to solve practical, everyday problems; add, subtract, multiply & divide whole numbers; interpret variety of instructions in written, oral picture or schedule form; complete routine forms; prepare meaningful, concise & accurate reports; arrange items in numerical or alphabetical order; gather, collate & classify information about data, people or things; cooperate with co-workers on group projects; demonstrate dexterity to move fingers easily to perform manual functions (e.g., typing).

*Developed after employment

Competencies: Communicating with Supervisors, Peers & Subordinates; Working with Computers; Performing Administrative Activities.

Supplemental Information

Effective July 1, 2015 applicants must apply online for positions at all state agencies except the Department of Developmental Disabilities (DODD).

The final candidate selected for the position will be required to undergo a criminal background check.  Criminal convictions do not necessarily preclude an applicant from consideration for a position.  An individual assessment of an applicant’s prior criminal convictions will be made before excluding an applicant from consideration.

STATUS OF POSTED POSITIONS:
Applicants can view the status of this position by logging into their user profile on the Ohio Hiring Management System [OHMS] Home page at the following link careers.ohio.gov, and selecting “My Profile”.

NOTES: 

– BARGAINING UNIT APPLICANTS WILL BE GIVEN CONSIDERATION FOR THIS POSITION PURSUANT TO COLLECTIVE BARGAINING AGREEMENT

 – Selection devices, proficiency testing and/or assessments may be used to determine if an applicant meets and is proficient in the minimum qualifications for this position.

Applicants may attach the following document types:

•Microsoft Word (.doc and .docx)
•PDF (.pdf),
•Plain Text (.txt)
•Rich Text (.rtf). 

Please do not upload attachments that have an anomaly or are password protected.