Construction Industries Board - Hearing Clerk/Building Inspector Secretary

Job Posting Title

Construction Industries Board - Hearing Clerk/Building Inspector Secretary

Agency

170 CONSTRUCTION INDUSTRIES BOARD

Supervisory Organization

Construction Industries Board

Job Posting End Date (Continuous if Blank)

July 12, 2025

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

**Please submit resume with application. Please be sure to thoroughly review the job description/job duties before making application to this job opening. **

Administrative Programs Officer (Unclassified)
(Hearing Clerk Building Inspector Secretary)
(FLSA CLASSIFICATION: Non-Exempt)
Salary: $50,006.39/Year ($4,167.20/month) - $52,638.31/Year ($4,386.53/month)

Job Description

Basic Purpose

Summary:

Responsible for professional level administrative work for a specialized trade program area processing applications for licenses/registrations/endorsements, maintaining records, preparing correspondence, managing the technical committee process, processes citations, and keeps track of cases/action. Provides administrative support to other managerial staff, provides services to agency customers. Performs all other duties as assigned by supervisor or Administrator.

Essential Duties and Responsibilities:

Essential Duties and Responsibilities:

Hearing/Citation Clerk Duties:

Duties include, but not limited to:

• As Hearing Clerk for the Construction Industries Board, timely manage CIB citation processes, meeting all deadlines. Accurately & promptly enter citation information into the CIB specialized citation programs; maintaining citation information, and generating reports for each CIB hearing, board, and committee meeting as needed. Responsible for verifying proper service of citations, orders, and other legal documents; work with cited individuals to process payments and any other needs; assist field staff with citation processing and management; prepare and submit hearing notifications; facilitate required due process notice of service; timely and precisely prepare dockets for hearings and facilitate document copies to legal and hearing counsel and board members prior to hearings; organize and assist Chair with conducting citation hearings; maintain hearing records and files. Oversee and manage citations that have delinquent service. Monitor payment plans to assure payments are made as required. Respond to telephone inquiries and provide requested information. Perform all other related work as required and assigned.

• Prepare and timely submit hearing notifications to appropriate parties. Prepare hearing dockets and agendas for Legal counsel within established deadlines prior to hearing. Comply with the Open Meetings Act requirements. Correctly maintain citation files for Electrical, Mechanical, Plumbing, and Roofing, trades. File meeting schedule dates with Secretary of State by December 15th of each year.

Building Inspector Secretary Duties:

Duties include, but not limited to:

• Directs the processing of license/endorsement renewals and applications for the Building Inspector trades. Receives license applications and renewals and initiates processing of applications for the Building Inspector trade, initially determining if applications and licensees meet statutory and regulatory requirements to obtain licensing including verifying required CEUs and no tax, unpaid citation, or child support holds, then forwards applications to Building Inspector Supervisor for approval. Updates licensee information. Completes processing of license by providing or sending it to licensee. For deficient applications, sends deficiency letters. For new licenses, obtain completion certification from National Code Organizations, print and send license, wall certificate, and congratulation letter.

• Process refunds. Submits refunds and makes copies of checks when issued. Sends checks to recipients.

• Opens, and distributes mail; composes official correspondence for Building Inspector supervisors signature.

• Assists Building Inspector Supervisor in advising Building Inspector committee members and agency staff on application procedures and statutory requirements; ensures compliance with the Open Meeting Act; notifies Secretary of State of meetings, the Committee and the Board, along with all others requesting notice of meetings.

• Plans, organizes, and coordinates Building Inspector Committee meetings with Building Inspector Supervisor; timely prepares information, reports, and materials for consideration by the Building Inspector Committee and the Board.

• Develops and prepares agenda for Building Inspector Committee meetings, receiving any suggestions from Committee Chair, for approval by Building Inspector Supervisor and Administrator; prepares documentation for committee meetings, assists in providing committee members with agenda item research and responses as requested; research minutes of previous meetings to identify specific requests from Committee members and ensures responses are prepared.

• Set up room for Inspector Committee meetings. Assist the Chairman with conducting meeting.

• Conducts roll call votes at Building Inspector Committee meetings; records and transcribes committee meeting minutes for signature by the Chairman of the Committee; maintains required records and files.

• Receives and manages telephone calls; provides information, answers inquiries or refers callers to appropriate staff members; receives visitors; answers inquiries personally or refers to appropriate official.

• Prepare travel claims for Committee members and witnesses within designated time frames. Type letters for field staff as needed. Respond to field staff inquiries. Complete forms, requests, and other documents by obtaining and recording appropriate information for the Inspector Licensing Division.

• Process all documents related to applications for Inspectors. Work with Division Supervisor for document approval. Update information on individual client file. Process renewals received, print and mail licenses. Send out deficiency letters as renewals are processed within one working day.

• Stamp in forms for Continuing Education Classes to be approved by the Inspector Committee. Once approved, and class number assigned, prepares file and mails approval letters to vendor. Process Inspector classes through the committee when they meet. Updates individual files.

• Generate and run reports and queries as needed.

• Assist with high level office administrative and licensing duties.

• Filing, inventory, and other duties as assigned- requires heavy lifting.

• Daily receipting of funds as necessary, managing daily deposits, and processing incoming applications.

• Manage and process all bankruptcy and child-support notices that the CIB receives.

• Back-up to Electrical Secretary assist with and perform all Electrical Secretary duties.

• Back-up trade secretary to all other trade secretaries in their absence and as needed. Cover all other CIB office job duties.

• Enter newly approved CEU classes into CEU database, process CEUs taken for all trade licensees/registrants and apprentices. Process trade license/registration renewals (all trades).

• Covering other CIB office duties and assisting all trades with customer service and workloads.

• Demonstrates attitude of support and cooperation to CIB Board, CIB Staff, industry partners, and customers while maintaining professional manner in dress, speech, actions and attitude at all times.

• All other duties as assigned.

Education and Experience Minimum Qualifications:

• High School diploma or equivalent. Bachelors degree and one year of professional or technical administrative experience; OR four years of professional or technical administrative experience; OR an equivalent combination of education and experience.

• Intermediate knowledge of relevant software applications including MS Office, email and internet.

• Knowledge of office management systems and administrative procedures.

• Ability to become and maintain Oklahoma Notary.

• Ability to process certified mail.

• Demonstrated history of an ability to reliably meet deadlines; ability to follow through and track documents, cases, and matters.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities:

Knowledge, Skills and Abilities required at this level include ability to learn & comprehend state laws concerning open meetings and administrative procedures; learning and comprehension of state laws and regulations relating to the CIB Hearing and Citation process and Building & Construction Inspector trade. Ability is required to plan, organize and coordinate committee meetings; to communicate agency policies and procedures; and to establish and maintain effective working relationships with others. The ability to follow oral and written instructions and to communicate effectively, both orally and in writing is also required. Must be reliable, consistent, meet deadlines, and follow-up regularly on pending matters.

Ability is required to handle confidential work with tact and discretion, and to exercise judgment in interpreting and applying rules or policy. Ability to exercise good judgment in analyzing situations and making decisions, and to organize and present facts and opinions. Ability is required to plan, organize and coordinate committees and to independently perform high-level technical administrative duties. Ability to work under tight deadlines, manage multiple priorities, and train others to fill in when needed. Requires knowledge of basic research techniques, and current office technologies and business communications. Requires ability to type accurately, and responsibly manage cash. Requires significant walking, standing, grabbing, pushing, and heavy lifting, along with substantial desk and computer time.

Ability to help everyone be more conscientious, respectful, and considerate of co-workers and clients served. Avoid accusations, criticisms and gossip with co-workers and others about the agency or other employees. Avoid providing broad, sweeping or personal opinions outside of your specific core function. Be a leader in growing a respectful, supportive and productive workplace, being a cooperative team member when asked to comply with supervisor or manager requests and take responsibility for your attitude. Exhibit an attitude of mutual respect, courtesy and cooperativeness toward fellow employees and the public. Be a good team player through being cooperative, reliable, respectful, and supportive in working with others.

Reasoning Ability:

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form. Ability to exercise sound judgment in analyzing situations and in selecting an effective course of action. Ability to organize and conduct several activities simultaneously. Show demonstrated commitment in taking responsibly for and use of good judgment; maintain attention to detail; uphold and practice the code of ethics, employee handbook guidelines, and State/Agency core values; and reasonably determine if a relationship or circumstance would cause a reasonable person with knowledge of the relevant facts to question his or her impartiality in a matter, exercise common sense and good discernment, and take appropriate measures.

Additional Job Description

This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all duties, responsibilities, and requirements of this position. The job description is not intended as inclusive of all duties an individual in the position might be asked to perform or of all qualification that may be required either now or in the future.

Certain related or relevant experience, training, or education, along with supporting reference checks, may be taken into consideration during the evaluation process.

The Construction Industries Board is an Equal Employment Opportunity Employer. It is the policy of the Construction Industries Board to not discriminate against or deny equal employment opportunity to any applicant or employee on the grounds of race, sex, color, age, national origin, genetic information, religion, or disability, so long as the disability does not render the person unable to do the work for which employed. All employees of the Construction Industries Board are at will employees. Applicants will not be discriminated against before or during their employment.

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 .