Oklahoma Indigent Defense System · 14 hours ago
Business Support Specialist (part-time)
OKC Metro Area
Part-time
Onsite
Entry, Mid Level
$36K/yr - $36K/yr
2+ years expThe Oklahoma Indigent Defense System is dedicated to providing a best-in-class customer experience for Oklahomans. The Business Support Specialist will be responsible for document production and management, assisting customers, and maintaining various records and filing systems.
Law Practice
Responsibilities
Maintains a variety of records, such as perpetual inventories of supplies and materials and statements of expenditures; reconciles departmental records with central records; prepares correspondence, forms, and reports
Initiates and handles correspondence relating to a special field or program regarding agency or program rules, policies, procedures, or requirements
Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs multiple tasks, such as posting and recording data
Adheres to local, state, and federal laws and policies
Produces documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create complex presentations
Receives, retrieves, and enters information using assigned computer or other data processing equipment; receives and reviews coded and uncoded source documents; proofs previously entered data and makes routine corrections
Examines, checks, and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and follows up on discrepancies
Maintains an inventory of equipment and supplies used in office or shop operations; receives or delivers mail, materials, and equipment
Reviews and processes claims from vendors, contractors, medical providers and others for reimbursement or payment under various state programs
Assists customers in securing needed information and documents; conducts interviews to obtain information from clients; provides transportation or other assistance to clients as required
Reviews and optimizes records management processes and develops implantation processes
Level II – coordinates work activities; trains staff; manages and creates scheduled reports
Processes various intake forms of placards (i.e. mail, portal, and SOK store) within the federally required timeframe
Types and scans placard data into various programs daily
Processes various intake forms of citations (i.e. mail, portal, and paper) within the federal federally required timeframe
Processes various intake forms of suspensions (i.e. mail, portal, and paper) within the federally required timeframe
Types and scans convictions/suspensions data into various programs daily. Processes and enters all received citations and suspensions into programs daily
Utilizes multi-faceted computer systems to enter, review, and audit data to ensure accuracy and completion in a timely manner
Receives communications from internal and external sources and forwards to appropriate SOK divisions or state agencies
Enters, searches, and processes, data from generated collisions reports into programs with the use of computer skills and equipment. Calculates customer payments, deposits, and cashier reports
Opens, sorts, and processes all received mail, including, but not limited to, collision reports and MVR requests. Assists the needs of customers through various forms of communication, including in-person, email, and phone
Manages various spreadsheets in Excel to track monies, MVR requests, and other customer requests
Utilizes TEAMS and Outlook to work cross functionally with other SOK teams or divisions to process customer requests
Processes various intake forms of MedCerts (i.e. mail and portal) within the federally required timeframe
Ability to multitask within various programs to process MedCerts and computer skills to process MedCerts in multiple programs
Qualification
Required
Knowledge and understanding of office methods and procedures; of grammar, punctuation, spelling, and mathematics
Knowledge and understanding of preparing and interpreting charts and graphs; basic bookkeeping procedures and inventory techniques; standard business communication etiquette, including in-person, online, and via phone; current office technologies; proficient in Microsoft Office and phone procedures; use of computer equipment, such as state issued computer, fax, copy machine, and scanner; systems, such as Microsoft Office, including Outlook and Teams
Knowledge and understanding of records retention
Skills in operating computers, fax machines, copiers/printers, etc
Strong skills in organization and time management; in records management principles to help with solutions, data classification and processing, and processing lifecycle
Customer service skills to assist any customer needs or requests through various forms of communication to include in person, email, and phone
Ability to maintain effective working relationships with others; maintain and promote a positive attitude and work environment
Ability to follow oral and written instructions
Ability to establish and maintain a digital filing system; prepare documents, reports, and files for dissemination to external sources; quickly learn new systems of organization and technology
Ability to apply logic and reasoning to identify issues or approach problems, evaluate alternative solutions, and recommend possible conclusions using critical thinking skills; calculate simple math when processing customer payments, deposits, and cashier reports
An Associate's Degree in any field OR two (2) years of experience in clerical office or a closely related field OR equivalent combination of education and experience
An Associate's Degree in any field, PLUS one (1) year of experience in clerical office or closely related field OR three (3) years of experience in clerical office or a closely related field OR equivalent combination of education and experience
Preferred
Can type more than 60wpm with an accuracy of more than 90% and demonstrate an advanced level at 10-key
Benefits
A generous benefits package, including a benefits allowance to off-set the costs of medical, dental, vision, life and disability insurance plans.
The Service Oklahoma will match up to 7% towards an employee’s Defined Contribution retirement plan.
Our employees receive 11 paid holidays.
15 days of paid annual leave, which increases with every 5 years of service.
15 days of paid sick leave.
Employees will receive longevity payments based on their years of service with the State of Oklahoma.
Company
Oklahoma Indigent Defense System
Oklahoma Indigent Defense System is a State of Oklahoma agency located in Norman, Oklahoma
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase