Administrative Assistant I

State-of-Oklahoma; Oklahoma; On-site; USD 33,000 - 44,000; Full time

Job summary

State of Oklahoma is hiring an Administrative Assistant I for the Oklahoma State Penitentiary. This on-site position provides administrative support to program areas and staff, handling records, correspondence, reports, and basic fiscal tasks.

The role may include invoicing, purchasing, and maintaining confidential files while ensuring compliance with agency rules. The position requires a bachelor’s degree or four years of technical/clerical work, with strong spelling, punctuation, and business

Qualifications

• Knowledge of spelling, punctuation, and business English.
• Business mathematics and financial record maintenance.
• Experience maintaining complex records and administrative procedures.
• Ability to interpret and apply agency rules and procedures.
• Strong organizational and multitasking abilities.

Responsibilities

• Interprets and advises internal and external customers on departmental rules, regulations, and laws.
• Administers or oversees administrative operations such as invoicing, payments, and procurement.
• Prepares correspondence, reports, and presentations with accuracy.
• Coordinates activities with internal and external customers and staff.
• Supervises subordinate staff or administrative units when required.
• Maintains confidential files and processes sensitive information.
• Ensures compliance with established requirements and resolves discrepancies as needed.

Skills

Administrative support

Record keeping

Office correspondence

Data entry

Customer service

Communication

Education

Bachelor's degree or equivalent

Job description

Job Posting TitleAdministrative Assistant IAgency131 DEPARTMENT OF CORRECTIONSSupervisory OrganizationDOC OSPJob Posting End DateRefer 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-TimeFull timeJob TypeRegularCompensation$38,328.16 This salary is non-negotiable.Job DescriptionLocation :Oklahoma State PenitentiaryThis is an on-site position and is not eligible for remote workBas i c PurposePos i t i ons i n th i s job fam i ly are ass i gned respons i b i l i t i es for prov i d i ng adm i n i strat i ve support to program areas and support funct i ons or serve as an ass i stant to or prov i de adm i n i strat i ve support to an adm i n i strator or an off i c i al. Th i s may i nclude respons i b i l i ty for the adm i n i strat i on of an agency program prov i d i ng serv i ces to agency customers, ma i nta i n i ng var i ous records, prepar i ng correspondence, presentat i ons, reports, or other mater i als; or perform i ng or oversee i ng adm i n i strat i ve operat i onal funct i ons such as bookkeep i ng or account i ng, human resources, purchas i ng, contracts, or s i m i lar tasks.Typ i cal Funct i onsPart i c i pates i n projects as team member or team leader .Develops and i mplements spec i al procedures .I n i t i ates correspondence requ i r i ng knowledge of agency or program procedures and pol i c i es .Develops and ma i nta i ns conf i dent i al or comple x f i les .I nterprets and adv i ses i nternal and e x ternal customers on departmental or program rules, regulat i ons, and laws .Adm i n i sters, prepares, or oversees adm i n i strat i ve operat i onal funct i ons, such as prepar i ng i nvo i ces and payments of cla i ms, requ i s i t i ons, purchase orders, bookkeep i ng or account i ng, and other f i scal dut i es .Represents agency, superv i s i ng off i c i al, or program area at meet i ngs, conferences, or c i v i c organ i zat i ons .Coord i nates act i v i t i es w i th i nternal and e x ternal customers .Establ i shes educat i onal and/or tra i n i ng programs .I nterv i ews callers, arranges appo i ntments, and performs other off i ce tasks and dut i es .Ut i l i zes advanced technolog i cal equ i pment and data process i ng equ i pment to prov i de requested i nformat i on to i nternal and e x ternal customers; rev i ews coded and uncoded source documents; ed i ts documents and reports; e x am i nes and ver i f i es reports and other documents for completeness, appropr i ateness, adequacy, and conform i ty to establ i shed requ i rements, and resolves d i screpanc i es and refers comple x d i screpanc i es to appropr i ate staff.Tra i ns or mentors other staff.Superv i ses subord i nate staff. Th i s i ncludes superv i s i ng an adm i n i strat i ve, cler i cal or techn i cal cler i cal un i t or staff respons i ble for perform i ng a var i ety of dut i es.Level Descr i ptorAt th i s level employees are ass i gned rout i ne dut i es and respons i b i l i t i es. Employees w i ll coord i nate i nternal and e x ternal act i v i t i es of the organ i zat i on or program, respond to rout i ne i nqu i r i es i n both wr i tten and oral form, perform rout i ne f i scal dut i es, and complete rout i ne customer serv i ce requests from i nternal and e x ternal customers.Knowledge, Sk i lls, Ab i l i t i es and Competenc i esKnowledge, Sk i lls, and Ab i l i t i es requ i red at th i s level i nclude knowledge of spell i ng, punctuat i on, and bus i ness Engl i sh; bus i ness mathemat i cs; of modern off i ce methods and procedures; the ma i ntenance of comple x records; and the major pol i c i es and procedures govern i ng ass i gned programs.Ab i l i ty i s requ i red to establ i sh and ma i nta i n effect i ve work i ng relat i onsh i ps w i th others; perform conf i dent i al work and ma i nta i n conf i dent i al i ty; i nterpret and complete rout i ne matters accord i ng to agency pol i c i es and procedures; and follow oral and wr i tten i nstruct i ons.Educat i on and E x per i enceEducat i on and E x per i ence requ i rements at th i s level cons i st of a bachelor’s degree or four years of techn i cal cler i cal, adm i n i strat i ve, secretar i al, or general off i ce work; or an equ i valent comb i nat i on of educat i on and e x per i ence.Spec i al Requ i rementsSome agenc i es may requ i re frequent job-related travel for certa i n pos i t i ons.Some agenc i es may requ i re typ i ng or keyboard i ng at a rate of 50 words per m i nute from pr i nted copy.Some agenc i es may requ i re a spec i f i c bachelor’s degree or college hours.Some agenc i es may prefer a cand i date w i th a spec i f i c bachelor’s degree or college hours.Equal Opportunity EmploymentThe 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 .If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:Agency Contact