Front Desk Administrative Assistant

U.S. Department of Veterans Affairs; Oklahoma; On-site; USD 41,000 - 50,000; Full time

Job summary

Department of Labor in Oklahoma seeks a Front Desk Administrative Assistant. This on-site role handles front-desk operations, greets visitors, answers inquiries, and provides administrative support across departments. Responsibilities include managing multi-line phones, mail processing, data entry, and coordinating with staff.

Strong preference for bilingual Spanish; in-office presence is essential. Experience in customer service and a bachelor's degree are desirable; effective communication and

Qualifications

• Bachelor's degree plus one year of clerical or general office work experience.
• Bilingual in Spanish preferred (reading, writing, speaking).

Responsibilities

• Serve as the primary contact for agency operational services.
• Greet walk-in customers and visitors.
• Answer multi-line phones and route calls.
• Handle mail, faxes, and courier items.
• Perform data entry, light typing, scanning, and posting data.
• Assist with administrative duties and support team members.

Skills

Spanish language

Education

Bachelor's degree

Job description

Job Posting Title

Front Desk Administrative Assistant

Agency

405 DEPARTMENT OF LABOR

Supervisory Organization

Department of Labor- Human Resources

Job Type

Regular

Full/Part-Time

Full time

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.

Internal Application

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub .