Business Support Specialist

Business Support Specialist at Oklahoma Indigent Defense System

The Business Support Specialist is assigned duties and responsibilities involving document production and management through a variety of manual or technological processes. This may include preparing correspondence, reports or other documents, maintaining various filing systems, including computer records of various activities, reviewing and processing applications for permits or licenses, assisting agency customers with inquiries or problems concerning an assigned program area, processing various types of claims, requisitions, purchase orders and invoices for payment, and similar duties.

• 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.
• Other duties as assigned.

• 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 Med Certs (i.e. mail and portal) within the federally required timeframe.
• Ab…