Administrative Programs Specialist I, II

Job Description:

Administrative Programs Specialist I, II

Description

Job Posting Title
Administrative Programs Specialist I, II

Agency
340 OKLAHOMA STATE DEPARTMENT OF HEALTH

Supervisory Organization
340 Medical Facilities Service

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time
Full time

Job Type
Regular

Compensation
The salary is up to 62,996.00 based on education and experience.

Why you’ll love it here!

RESPECT. COLLABORATION. SERVICE. The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. Check out why we are passionate about public health and believe it is the career for you!!!

Oh yeah, did we mention perks? We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

• 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

Job Description

Location: Oklahoma City - 123 Robert S Kerr Avenue

Salary: up to $62,996.00, based on education and experience

Full Time /Part Time: Full Time

Work Schedule: Monday - Friday

Primary Hours: 8-5

Position Summary:

The Administrative Program Specialist supports the day-to-day administration, tracking, and operational management of the Trauma Care Assistance Revolving Fund (Trauma Fund). This position ensures provider submissions are complete, validated, processed, and prepared for reimbursement in compliance with Oklahoma Administrative Code (OAC 310:669), applicable state statutes, and Oklahoma State Department of Health (OSDH) policies.

Position Responsibilities/Essential Functions:

• Assist with operational steps of the Trauma Fund reimbursement cycle.
  
• Maintain and enforce Trauma Fund timelines, deadlines, and submission requirements.
  
• Coordinate workflow among Emergency Medical Service (EMS), Trauma Registry, MedFac, Finance/Accounts Payable, Procurement, and Program Management.
  
• Track reimbursement cycle progress using internal tools and ensure all tasks remain on schedule.
  
• Receive, log, and track provider submissions through Box.
  
• Utilize the Provider Check-In Sheet to ensure all required fields and documents are complete.
  
• Verify the presence of required forms, including memorandum of agreement, claim forms, attestations, and financial documentation.
  
• Identify missing, incomplete, or incorrect submissions and communicate required corrections to providers.
  
• Validate provider-submitted data for completeness, accuracy, and proper formatting.
  
• Ensure all documents meet Trauma Fund eligibility, reporting, and file structure requirements.
  
• Maintain accurate version control for received and processed files.
  
• Coordinate with Trauma Registry and EMS programs to confirm case lists are complete and correctly attributed.
  
• Responsible for performing calculations using the required macros, including Clean Novitas Data, Split File by Column, complex file creation, and invoice generation.
  
• Troubleshoot macro or file errors and coordinate resolution with IT or Program Management.
  
• Ensure macro-outputs are correctly named, saved, and stored in accordance with OSDH standards.
  
• Build and maintain consolidated complex files for hospitals, EMS agencies, and physicians.
  
• Review datasets for completeness, duplicate records, formatting issues, and alignment with Major Trauma Case List (MTCL) and EMS lists.
  
• Prepare validated data sets for allocation calculations.
  
• Maintain accurate and compliant records for each reimbursement cycle, including MTCL versions, provider submissions, complex files, calculations, and invoices.
  
• Archive documents in accordance with OSDH retention schedules, audit requirements, and state policy.
  
• Run invoice creation macros and verify the accuracy and completeness of invoice details.
  
• Assemble complete invoice packets for submission to Finance/Accounts Payable using required templates.
  
• Submit invoices through appropriate Accounts Payable channels and document confirmation of receipt.
  
• Being present at the office is an essential function of the job.
  
• Other duties as assigned.
  

Other Duties

• Demonstrates knowledge of and supports the organization’s mission, vision, and value statements, as well as applicable standards, policies, procedures, operating instructions, confidentiality requirements, and the code of ethical behavior.
  
• Work effectively in a team environment by actively participating, collaborating, and assisting peers as needed.
  

Minimum Qualifications:

Level I:

Bachelor’s degree with one year of professional experience in health administration, finance, data management, or a related field. Experience working with complex datasets, Excel macros, or structured document workflows. Or a combination of education and experience.

Level II:

Bachelor’s degree with Two-years of professional experience in health administration, finance, data management, or a related field. Experience working with complex datasets, Excel macros, or structured document workflows. Or a combination of education and experience.

Valued Knowledge, Skills and Abilities

Knowledge of Oklahoma EMS rules and statutes; knowledge of a variety of leadership practices, motivational techniques, management styles, and supervisory principles; ability to apply appropriate skills across a wide range of situations; excellent written, verbal, and interpersonal communication skills; ability to build and maintain effective relationships within the agency and with external partners; strong critical-thinking skills with the ability to prioritize and advance the agency’s mission, vision, and values; and the ability to extract and analyze data from multiple systems to identify trends, patterns, and opportunities for business and process improvement.

Physical Demands and Work Environment

Work is typically performed in an office setting with a climate-controlled environment and exposure to moderate noise levels. While performing the duties of this position, employees are required to speak, stand, walk, and reach with hands and arms. The position requires extended periods of sitting and daily use of computers and telephones. Employees must be willing and able to complete all job-related travel associated with this position.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub .

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