Program Specialist - Oig

Program Specialists exercise independent judgment in office specialties and perform complex production tasks requiring specialized office skills plus a comprehensive knowledge of pertinent rules, regulations, policies, and procedures, and serve as the focal point for advanced agency-specific assignments. Process a variety of agency documents by reviewing for accuracy and completeness, updating information, evaluating against policy, comparing elements for consistency or logical relationship, and otherwise taking action where such procedures may require independent judgment. Apply agency regulations, policies and procedures. Originate correspondence, documentation, and other written communication; provide the public and others with information and assistance in completing forms and applications; locate and assemble records and information which may be complex or difficult to identify, and which may require substantial research, judgment, and subject matter knowledge. Prepare and generate recurring reports involving automated processes and thorough subject matter understanding. Other tasks may include, but are not limited to: performing basic accounting functions such as receiving and recording cash payments, basic bookkeeping, processing payroll, accounts payable/receivable, etc; maintaining calendars, schedules and coordinating appointments, meetings, training, facilities and other activities; assists in the training of vendors and new employees; ensures an adequate supply of materials by ordering, receiving, inspecting and storing equipment, merchandise, commodities, materials, and/or supplies.
Why work for the Office of Inspector General? In addition to the rich benefits the State of Utah offers, the department offers:

• On-site fitness center, for a minimal membership fee
• On-site day care center with First Steps Day Care located at the Cannon Health Building - contact for rates and availability, 801-538-6996

Example of Duties

• Prepares and/or processes documents; reviews for accuracy and completeness; updates information and/or evaluates against policy; compares elements for consistency or logical relationships, etc.
• Writes or drafts correspondence, reports, documents and/or other written materials.
• Types and prepares reports or other written materials from source documents, transcription, etc.
• Retrieves data found in databases to generate requested reports.
• Assists the public and others to locate, view, or assemble filmed, scanned, or archived documents and/or information.
• Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
• Verifies data entry by comparing the source document against input data, utilizing automated verification system, using dual entry or other verification technique.
• Maintains and/or creates files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials. Edits written material for accuracy, format, and arrangement of material.
• Analyzes, summarizes and/or reviews data; reports findings, interprets results and/or makes recommendations. Receives, researches and responds to incoming questions or complaints; provides information, explains policy and procedures, and/or facilitates a resolution.
• Reviews data, records and files for detail and accuracy.
• Monitors, tracks and follows up on documentation, case files or other assignments to ensure appropriate time-lines are met and action completed.

Typical Qualifications

(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to communicate information and ideas in writing so others will understand.
• The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
• The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
• The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• The ability to apply general rules to specific problems to produce answers that make sense.
• The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• The ability to generate or use different sets of rules for combining or grouping things in different ways.
• The ability to choose the right mathematical methods or formulas to solve a problem.
• The ability to see details at close range (within a few feet of the observer).
• The ability to identify and understand the speech of another person.
• The ability to speak clearly so others can understand you.
• Understanding written sentences and paragraphs in work related documents.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Communicating effectively in writing as appropriate for the needs of the audience.
• Talking to others to convey information effectively.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Understanding the implications of new information for both current and future problem-solving and decision-making.
• Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Being aware of others' reactions and understanding why they react as they do.
• Adjusting actions in relation to others' actions.
• Bringing others together and trying to reconcile differences.
• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Analyzing needs and product requirements to create a design.
• Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
• Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
• Managing one's own time and the time of others.
• Motivating, developing, and directing people as they work, identifying the best people for the job.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
• Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Supplemental Information

• This position may currently be a hybrid of both in-office and remote work days. Please note, a position's eligibility for remote work is established by agency management and is subject to change at their discretion, at any time and for any reason.
• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
• Effective July 1, 2021, State of Utah Employees must either reside in Utah or be in the process of relocating to within 30 days of their start date.