Administrative Assistant

okgov; Oklahoma; On-site; USD 46,000 - 50,000; Full time

Job summary

Oklahoma Department of Transportation in Idabel, OK seeks an Administrative Assistant to provide essential office support for the Road Maintenance Supervisor and operations team. You’ll handle correspondence, filing, scheduling, and data entry, ensuring accurate records and timely information for internal and external customers.

The role requires strong organizational skills, reliability, and a proactive approach to coordinating workflows, meetings, and documentation across programs, with a

Qualifications

• Provides administrative support to program areas
• Maintains records, prepares correspondence and reports
• Interprets and assists customers on procedures

Responsibilities

• Participates in projects as team member or team leader
• Initiates correspondence requiring knowledge of agency or program procedures and policies
• Develops and maintains confidential or complex files
• 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

Skills

Administrative support

Communication

Data entry

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.

Annual Benefit Allowance:

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

Comprehensive Insurance Plans:

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).

Retirement Savings Plans:

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.

Annual & Sick Leave (PTO):

• 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

Paid Holidays:

11 paid holidays per year

Longevity Pay:

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

Employee Assistance Program (EAP):

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 administra