Administrative Assistant

State of Oklahoma; Lincoln (NE); On-site; USD 46,000 - 50,000; Full time

Benefits offered by this job

Annual benefit allowances

11 paid holidays

Robust retirement savings plans

EAP & wellness program

Job summary

The State of Oklahoma's 345 Department of Transportation is seeking an Administrative Assistant to support the Operations division in Idabel. This full-time, regular position reports to the Road Maintenance Supervisor and carries non-exempt status with a comprehensive benefits package.

Responsibilities include handling administrative tasks, preparing invoices and records, and maintaining program files in accordance with agency policies.

Qualifications

• Bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work.
• Level II requires a bachelor’s degree plus one year of technical clerical or administrative experience.
• Some agencies may require typing or keyboarding at 50 words per minute.

Responsibilities

• 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 complex files.
• Interprets and advises internal and external 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 external customers.
• Establishes educational and/or training programs.
• Interviews callers, arranges appointments, and performs other office tasks and duties.
• 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.

Education

Bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work

Job description

Job Posting Title
Administrative Assistant

Agency
345 DEPARTMENT OF TRANSPORTATION

Supervisory Organization
Chief Engineer, Director of Operations, District 2 / Idabel

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
Level I $45,600.00
Level II $50,200.00

Why You’ll Love Working Here:

• Our benefits go beyond the basics, offering annual benefit allowances, a variety of health, dental, and vision plan options, paid annual and sick leave that rolls over each year, 11 paid holidays, robust retirement savings plans, and an EAP & wellness program to support you every step of the way.

• The benefits allowance covers up to $20,538.24 for employees and their dependents to enroll in benefits.

• The State offers several different medical, dental, and vision plans to better fit your needs. Including options to enroll in a Health Savings Account (HSA) or a Flexible Spending Accounts (FSA).

• Pathfinder Defined Contribution Plan : available to employees who began State employment after November 1st, 2015.
• Employer matches 6% with an employee contribution of 4.5%.
• Employer matches 7% with an employee contribution of 7% or above.
• OPERS Defined Benefit Plan : available to returning employees who were previously enrolled in OPERS.

• 15 days accrued annually during the first 1–5 years of service.
• 18 days accrued annually for 5–10 years of service.
• 20 days accrued annually for 10–20 years of service.
• 25 days accrued annually for over 20 years of service.
• Sick leave: Accrued at 15 days per year

• 11 paid holidays per year

• Longevity payments are paid annually to eligible State employees with a minimum of 2 years of State service.

• EAP is a cooperative effort between employees and administration to help employees gain access to professional services in resolving personal problems.

Job Description

Position Title: Administrative Assistant

Department: Operations

Division: 2

Report to: Road Maintenance Supervisor

FLSA Status: Non-Exempt

Location: 505 Lincoln Road, Idabel, OK 74745

Note: Candidates selected for positions at the Oklahoma Department of Transportation may be required to complete a pre-employment background check and drug screening before beginning employment. Some positions may also require applicants to participate in a Physical Abilities Demonstration and be rated as capable of performing the essential functions of this job family.

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 complex files
• Interprets and advises internal and external 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 external 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 external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex 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

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

Level I

At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external 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 external customers.

Level II

This is the full performance level where duties and responsibilities assigned are at the full performance level. Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services.

Knowledge, Skills, Abilities and Competencies

In addition to the Knowledge, skills, abilities, and competencies identified in lower level(s).

Level I

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 complex 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.

Level II

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; establishing and maintaining records; and major policies and procedures governing assigned programs. Ability is required to establish and maintain effective working relationships with internal and external partners, customers, and staff; perform confidential work and maintain confidentiality; and interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form.

Education and Experience

Level I

Education and Experience 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 experience.

Level II

Education and Experience requirements at this level consist of a bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

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.

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.