Administrative Assistant I

About the role

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serving as an assistant to or providing 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.

Responsibilities

• 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
• Serves as a representative of the agency, supervising official, or program area at meetings, conferences, or civic organizations
• Captures and coordinates activities with internal and external customers
• 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

Requirements

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• 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
• Serves as a representative of the agency, supervising official, or program area at meetings, conferences, or civic organizations
• Captures and coordinates activities with internal and external customers
• 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

Qualifications

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.

Skills

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.

Benefits

Not specified

Pay

$40,500.00

Schedule

Not specified

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. 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