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| Post Code: D702 |
| Announcement Number: LE080407 |
| Classification Number: C0108 |
| Open: 10/3/2008 |
| Close: 10/17/2008 |
| Location: Salem |
| Availability: Full Time |
ADMINISTRATIVE SPECIALIST 2 |
(BETC Program Specialist)
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$2,387 - $3,437 MONTHLY
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GENERAL INFORMATION
- This position is with the Oregon Department of Energy, Conservation Services Division, and is located in Salem. The Oregon Department of Energy has approximately 90 employees and is responsible for promoting the efficient use of energy resources, developing an energy supply that is renewable, affordable and reliable, and regulating the transport and cleanup of radioactive waste.
- This position is full-time but limited duration through June 30, 2009. This position will be requested as a permanent position in the 2009-2011 budget to the Legislature.
- This recruitment will be used to establish a list of qualified people. The list will be used to fill the current vacancy and may be used to fill other vacancies as they occur.
- This position receives full fringe benefits. The State of Oregon provides an attractive, cafeteria-style benefit plan that includes employer contributions toward a variety of medical and dental plans covering employees and dependants, participation in the Oregon Public Service Retirement Plan (OPSRP), and a deferred compensation plan.
- Applicants are subject to a Computerized Criminal History check for a thorough background investigation. Adverse background data may be grounds for immediate disqualification.
TO QUALIFY
Your PD100 application form will be reviewed to verify that you meet the qualifications stated in this section. To receive credit, your application form must clearly show that you have:
- two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations;
OR
- an equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience.
In the "Work History" section on your application you must clearly describe your experience in each of the areas listed. Failure to provide this information may result in eliminating your application from further consideration.
Credits must be from an accredited college or university. A photocopy of your transcripts must be submitted with your application form.
IF YOU QUALIFY, see the HOW TO APPLY and EXAM sections of this announcement for instructions.
DUTIES AND RESPONSIBILITIES
The purpose of this position is review final applications for Business Energy Tax Credit (BETC) projects for quality control. Develop procedures and processes for the ongoing monitoring, tracking and evaluation of BETC fees for compliance with laws and rules. The position will also develop and maintain quality control and management reports and analyze, interpret and report findings to management on program performance. Major duties include:
- Provide interpretation of administrative rules, policies and application procedures to consumers, vendors, utility staff, non-profit, public organizations and others to ensure compliance with the BETC program.
- Identify and analyze problems with BETC application process; resolve and negotiate solutions; e.g., identify necessary or missing documentation for final project costs based on knowledge of program rules and project components.
- Review preliminary applications for completeness utilizing internal control checklist. Enter applications into the appropriate log for tracking and processing of the application.
- Respond to customer inquires and/or contract customers to provide interpretation of program rules, policies and procedures. Obtain missing or correct information for incomplete or problem applications.
- Research and identify essential information, confirm accuracy and completeness of information with final certification requirements. Analyze documents for conflicting and/or missing information; identify the problem take necessary steps to reach resolution. Consult with staff and manager to resolve technical issues.
- Verify final expenses for projects under $50,000 by verifying of VIN and/or product numbers; calculating and verifying eligible expenses for projects; and reviewing internal control checklist for completeness prior to issuance of final certifications.
- Develop and maintain procedures manual of administrative program duties to document program operation for new and existing staff. Identify potential problem areas, recommend procedure changes and recommend changes to streamline or clarify workflow. Establish and maintain procedures and controls for the day-to-day workflow of the BETC program.
- Monitor and audit the BETC program for compliance with Oregon Revised Statues, Administrative Rules and agency policies and inform manager of discrepancies.
- Develop procedures and processes for the ongoing monitoring, tracking and evaluation of BETC fees and ensure compliance with program laws and rules. Develop and maintain quality control and management reports and analyze, interpret and report findings/data to management on program performance.
- Conducts research to obtain information and documents necessary to program operations under the direction of the section manager. This includes information such as statistical data, relevant program information from other states or organizations, technical reports and manuals, and product information.
- Participates in team, section and division meetings and otherwise promote teamwork and maintain harmonious relationships with persons internal and external to the agency.
- Provide presentations for consumers, contractors, vendors, utility staff, non-profit, public organizations and others on BETC program rules and compliance.
WORKING CONDITIONS
Work is conducted in a general office environment. Employee will frequently have short time frames for completion of assignments and must be able to work on multiple projects/activities at the same time. Position will require occasional travel within the region.
EXAM
For applicants who meet the minimum qualifications, applications will be scored and ranked based on the response to the following question. Please be as brief as possible and limit your response to no more than one page per question.
- Describe your experience in coordinating processes and recommending improvements. Include in your answer if this experience included revising application forms; developing and maintaining procedures; monitoring processes for compliance with Oregon Administrative Rules or conducting research in program operations.
Please be sure that the experience referenced on your answer was gained in a job that was listed on your application.
HOW TO APPLY
You must submit a State of Oregon Employment PD100 Application form and answers to the EXAM question (above). A resume will not substitute for the required application materials. Copies of applications and job announcements can be obtained from:
- the State’s Jobs Page at: www.oregonjobs.org
- local Oregon Employment Department field offices,
- most state agency personnel offices,
- the Oregon Department of Energy (503) 378-3752.
If you have a disability and need an alternate format in order to complete the employment process, you may call Recruitment Services at (503) 378-2130 or TTY (503) 378-4672 for the hearing impaired. Please be prepared to leave a message describing the alternate format needed.
Send completed application materials to:
Human Resources
Oregon Department of Energy
625 Marion Street NE
Salem, OR 97301-3742
Applications must be received by 5:00 p.m. on the close date and must be complete and legible. We are unable to acknowledge or verify receipt of applications due to the large volume.
You may FAX, if necessary, to (503) 373-7806. The Oregon Department of Energy is not responsible for material that is illegible or missing as a result of transmitting by FAX, or that may be lost in the mail.
After your application materials have been reviewed, you will be sent a notice by mail advising: a) if your application was accepted, or b) if your application was not accepted. If you don't agree with the results, you may request a review. Review requests must be submitted in writing and must be received within 10 days from the date of the notice. Additional information cannot be accepted. However, if your application was not accepted and if the recruitment is still open, you may submit a new application as long as it's received in our office by 5:00 PM on the close date.
Visit the Oregon Department of Energy Web Page at: http://www.oregon.gov/energy
The Oregon Department of Energy is
An Equal Opportunity, Affirmative Action Employer
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