Front Desk Administrative Assistant

State of Oklahoma; Oklahoma; On-site; USD 41,000 - 50,000; Full time

Job summary

State of Oklahoma is seeking a Front Desk Administrative Assistant to manage front-desk operations, greet visitors, answer calls, and provide administrative support across departments. This is an on-site role with an emphasis on professional front-office presence.

The ideal candidate will have strong communication skills, organizational abilities, and a bilingual preference for Spanish. A bachelor’s degree plus one year of related experience is required.

Qualifications

• Bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.
• Strong front desk, receptionist, and customer service skills.
• Ability to manage multi-line phones and front lobby operations.

Responsibilities

• Serve as the primary point of contact for agency operational services.
• Greet clients, partners, and visitors, check them in and notify staff.
• Answer multi-line phones, take messages, and route information.
• Open, sort, deliver mail and packages, and perform basic data entry.
• Support other administrative duties as assigned.

Skills

Front desk operations

Greet visitors

Answer calls

Data entry

Education

Bachelor’s degree + 1 year clerical/administrative 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

Front Desk Administrative Assistant

Agency

405 DEPARTMENT OF LABOR

Supervisory Organization

Department of Labor- Human Resources

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

$45,500.00 Annual

Job Description

Basic Purpose

Positions in this job family are assigned responsibilities to serve as the frontline for customer service, clients, and internal operations, this position will manage front-desk operations, greet visitors, answer incoming communications, provide administrative support across departments, and serve as a key resource for operational support.

This position is On-site / In-Office and is not eligible for telework or hybrid arrangements; being present at the office is an essential function.

Typical Functions

• Serve as the primary point of contact for agency operational services.
• Serve as the primary point of contact for all walk-in customers and visitors.
• Greet clients, partners, and vendors, check them in, and notify appropriate staff members.
• Maintain a clean, professional, and organized front lobby and reception area.
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• Answer multi-line phones, screen and route calls, take detailed messages, and disseminate information appropriately.
• Respond to general inquiries from the public, visitors, and agency partners via phone and email.
• Open, sort, collect, distribute, and deliver incoming mail, packages, faxes, and courier items and process outgoing mail, correspondence, and packages.
• Perform data entry, light typing assignments, photocopying, scanning, and posting/recording data.
• Interviews callers, arranges appointments, and performs other office tasks and duties
• Support team members and assist with other operational and administrative duties as assigned.

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.

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

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

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

Strong preference will be given to candidates who are bilingual in Spanish (reading, writing, and speaking).

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.