Administrative Assistant

State of Oklahoma; Minnesota; On-site; USD 46,000 - 552,000; Full time

Job summary

State of Oklahoma is seeking an Administrative Assistant to provide administrative support across program areas and supporting functions. The role may involve assisting an administrator, preparing correspondence, and managing records and financial tasks.

Requirements include a bachelor's degree plus at least one year of clerical or office experience, with knowledge of business English, spelling, and mathematics.

Qualifications

• Bachelor's degree plus one year of technical clerical, administrative, secretarial, or general office work (or equivalent).
• Knowledge of spelling, punctuation, and business English; business mathematics; modern office methods and procedures.

Responsibilities

• Assists in developing and maintaining confidential or complex files.
• Interprets and advises on departmental rules, regulations, and laws to internal and external customers.
• Oversees administrative operational functions, such as invoices, payments of claims, requisitions, purchasing, bookkeeping, and other fiscal duties.
• Supervises subordinate staff and trains or mentors other staff.

Education

Bachelor's degree + 1 year of clerical/administrative work

Job description

Job Posting Title

Administrative Assistant

Agency

805 DEPARTMENT OF REHABILITATION SERVICES

Supervisory Organization

Dept Rehabilitation Services-Oklahoma School For The Deaf

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.

Full/Part-Time

Full time

Job Type

Regular

Compensation

Monthly/Annual Salary: Monthly Annual

Level II (Pay Band I) $4,124.89 $49,498.68

Job Description

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, and 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

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.

Education And Experience

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.

Knowledge, Skills, Abilities And Competencies

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.

Special Requirements

• Knowledge of Deaf Education and Community.
• Ability to communicate in ASL or willingness to learn ASL.
• 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.

Additional Job Description

Position is located at Oklahoma School for the Deaf (OSD) in Sulphur.

Essential Functions

Position provides support to the Director of Family and Early Childhood Services, providing reports/other data upon requests, administrates data collection for services within the Family and Early Childhood department. Assists in completion of various tasks within the department. Provides services to customers, and similar duties and responsibilities. Maintains various records, preparing correspondence or other materials and similar activities.

Applicant must be willing to perform all job-related travel.

Trial period (if applicable) is required.

Background Check

The Department of Rehabilitation Services will conduct a criminal background check on new hires as part of an offer of employment that is made contingent upon a successful criminal background check.

• Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Preferred Qualifications

Knowledge of Deaf Education and Community. Ability to communicate in ASL or willingness to learn ASL.

Method of Application

Applicants without previous state service, with previous state service but not currently employed by a state agency must apply through the Workday online External Listings applicant system (State of Oklahoma Careers (myworkdayjobs.com)).

Current State of Oklahoma employees must apply through the Workday online Internal Listings applicant system (Find Jobs - Internal State of Oklahoma - Workday (myworkday.com)).

For questions regarding specific duties or details of this job, please contact Human Resources at [e-mail].

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.

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