Administrative Programs Officer I

State of Oklahoma • Waltham, MA

3d • $63,000 • Onsite

About The Position

The Administrative Programs Officer I is responsible for providing support for the business, financial, and procurement operations of the Oklahoma State Department of Health (OSDH) Public Health Laboratory (PHL), located in Stillwater, Oklahoma.

Requirements

• A bachelor’s degree in accounting, finance, or business, healthcare or public administration or management, or other relevant field from an accredited institution.
• At least one year of professional or technical experience in business management, accounting, or procurement.
• If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.
• All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

Nice To Haves

• Experience in healthcare procurement or equivalent setting.
• Knowledge of state government financial and procurement systems.
• Knowledge of federal grant management requirements (e.g., CDC cooperative agreements).
• Knowledge of contract administration and applicable purchasing regulations.
• Working knowledge of public health laboratory operations.

Responsibilities

• Financial and Budget Support Process invoices, expense vouchers, and purchase orders within standard electronic financial and procurement tracking systems.
• Track expenditures and help maintain budget spreadsheets.
• Assist with financial reconciliation and documentation for audits.
• Help prepare financial reports that assist leadership with financial planning and resource allocation.
• Procurement and Purchasing Order laboratory reagents, supplies, equipment, and services through approved procurement systems.
• Work with vendors to obtain quotes and ensure orders comply with State purchasing rules.
• Track purchase requests and monitor delivery of laboratory supplies.
• Coordinate with laboratory supervisors and program managers regarding supply needs and service requests.
• Ensure timely and accurate processing of purchase orders.
• Maintain records and databases related to purchasing, contracts, and budgets.
• Contracts and Grants Support Assist with administrative aspects of contracts and service agreements.
• Maintain documentation for federal and State grant expenditures (e.g., Centers for Disease Control and Prevention (CDC) cooperative agreements).
• Help ensure expenses are charged to the correct funding source.
• Administrative Coordination Prepare routine correspondence, reports, and administrative documents.
• Compliance and Documentation Ensure financial and procurement activities follow state policies and procedures.
• Maintain organized documentation to support audits or financial reviews.
• Training and Professional Development Accept and fulfill delegated administrative and technical responsibilities, as permitted by regulatory authorities.
• Commit to self-improvement and continuous professional development through participation in OSDH-provided education and relevant local, state, regional, or national meetings, seminars, or workshops.
• Being on site at the laboratory is an essential function of the job.
• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in team environment, participating and assisting their peers.
• Maintain regular and reliable attendance, adhering to assigned work schedules to ensure consistent laboratory coverage and completion of essential duties.
• This position may be required to work on occasional weekends or holidays to support continuation of laboratory operations or response to surges in testing activities.
• Other duties as assigned.

Benefits

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and venders.
• Longevity Bonus for years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level