Administrative Assistant

State of Oklahoma; Oklahoma; On-site; USD 34,000 - 42,000; Full time

Job summary

Location: Oklahoma State Reformatory. The State of Oklahoma seeks an Administrative Assistant to provide essential support to program areas and executive staff.

This on-site role involves filing, reporting, scheduling, and basic financial tasks in a structured agency environment. Requirements include a bachelor’s degree or four years of clerical/administrative experience, strong business English, and the ability to handle confidential information.

Qualifications

• Bachelor’s degree or four years of relevant clerical/administrative work.
• Ability to handle confidential files and sensitive information.
• Knowledge of business English, spelling, punctuation, and basic math.
• Familiarity with office methods, records maintenance, and basic accounting tasks.

Responsibilities

• Prepare invoices, payments, requisitions, and purchase orders, plus basic bookkeeping.
• Maintain complex files and prepare correspondence, reports, and presentations.
• Coordinate internal/external meetings and serve as liaison with customers.
• Supervise clerical staff and mentor junior colleagues as needed.

Skills

Office administration

Confidentiality

Business English

Business mathematics

Education

Bachelor’s degree

4 years clerical experience

Job description

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Job Posting Title

Administrative Assistant

Agency

131 DEPARTMENT OF CORRECTIONS

Supervisory Organization

DOC Oklahoma State Reformatory

Full/Part-Time

Full time

Job Type

Regular

Compensation

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

Job Description

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 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

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.

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 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.

Education and Experience

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.

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.