Administrative Assistant

State of Oklahoma; Greer (SC); On-site; USD 33,000 - 44,000; Full time

Job summary

The State of Oklahoma is seeking an Administrative Assistant to provide administrative support to the DOC Oklahoma State Reformatory. This position supports program areas and general office functions, preparing correspondence, reports, and materials, and assisting senior staff as needed.

Typical duties include handling records, scheduling, invoicing and payments, assisting with procurement, and coordinating activities with internal and external customers.

Qualifications

• Knowledge of office methods and procedures; ability to maintain complex records.
• Excellent spelling, punctuation and business English; adept with filing and reporting.

Responsibilities

• Develops and maintains confidential or complex files.
• Prepares invoices, payments, requisitions and other fiscal duties.
• Interprets and advises customers on departmental rules and procedures.
• Coordinates activities with internal and external customers.

Skills

Record keeping

Office administration

Communication

Time management

Education

Bachelor’s degree or 4 years clerical/administrative experience

Job description

Job Posting Title
Administrative Assistant

Agency
131 DEPARTMENT OF CORRECTIONS

Supervisory Organization
DOC Oklahoma State Reformatory

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
$38,328.16 - This salary is non-negotiable.

Location:

Oklahoma State Reformatory

Basic Purpose

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Typical Functions

• Participates in projects as team member or team leader .
• Develops and implements special procedures .
• Initiates correspondence requiring knowledge of agency or program procedures and policies .
• Develops and maintains confidential or comple x files .
• I nterprets and advises internal and e x ternal customers on departmental or program rules, regulations, and laws .
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties .
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations .
• Coordinates activities with internal and e x ternal customers .
• Establishes educational and/or training programs .
• Interviews callers, arranges appointments, and performs other office tasks and duties .
• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and e x ternal customers; reviews coded and uncoded source documents; edits documents and reports; e x amines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers comple x discrepancies to appropriate staff.
• Trains or mentors other staff.
• Supervises subordinate staff. This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties.

Level Descriptor

At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and e x ternal activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and e x ternal customers.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of comple x records; and the major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Education and Experience

Education and E x perience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and e x perience.

Special Requirements

• Some agencies may require frequent job-related travel for certain positions.
• Some agencies may require typing or keyboarding at a rate of 50 words per minute from printed copy.
• Some agencies may require a specific bachelor’s degree or college hours.
• Some agencies may prefer a candidate with a specific bachelor’s degree or college hours.
• This is an on-site position and is not eligible for remote work.

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.