Administrative Assistant I - II Muskogee Equipment Shop

Agency: Department of Transportation, District 1 / Muskogee Equipment Shop

Supervisory Organization: Chief Engineer, Director of Operations, District 1 / Muskogee

Full-time, regular position.

Pay

• Level I: $45,600
• Level II: $50,200

Benefits

• Annual Benefit Allowance: Up to $20,538.24 for employees and dependents to enroll in benefits.
• Comprehensive Insurance Plans: Multiple medical, dental, and vision options, including Health Savings Account (HSA) and Flexible Spending Accounts (FSA).
• Retirement Savings Plans:
  • Pathfinder Defined Contribution Plan: Available to employees hired after November 1, 2015. Employer matches 6% with a 4.5% employee contribution, or 7% with a 7%+ employee contribution.
  • OPERS Defined Benefit Plan: Available to returning employees 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: Annual payments for eligible employees with a minimum of 2 years of state service.
• Employee Assistance Program (EAP): Professional services to help resolve personal problems.

About the Role

This position is located in ODOT's District 1 and may be filled at Level I with the possibility of underfill to Level I. Positions in this job family provide administrative support to program areas, administrators, or officials. Responsibilities may include program administration, record-keeping, correspondence, presentations, reports, and operational functions such as bookkeeping, accounting, human resources, purchasing, or contracts.

Responsibilities

• Participate in projects as a team member or leader.
• Develop and implement special procedures.
• Initiate correspondence requiring knowledge of agency or program procedures and policies.
• Develop and maintain confidential or complex files.
• Interpret and advise internal and external customers on departmental or program rules, regulations, and laws.
• Administer, prepare, or oversee administrative operational functions, such as invoices, payments, requisitions, purchase orders, bookkeeping, accounting, and other fiscal duties.
• Represent the agency, supervising official, or program area at meetings, conferences, or civic organizations.
• Coordinate activities with internal and external customers.
• Establish educational and/or training programs.
• Interview callers, arrange appointments, and perform other office tasks.
• Utilize advanced technological and data processing equipment to provide requested information, review and edit documents, verify reports, and resolve discrepancies.
• Train or mentor other staff.
• Supervise subordinate staff, including administrative, clerical, or technical units.

Level Descriptors

• Level I:

  Assigned routine duties and responsibilities. Coordinates internal and external activities, responds to routine inquiries, performs routine fiscal duties, and completes routine customer service requests.

• Level II:

  Full performance level with duties at the full scope of responsibilities. Establishes and maintains positive working relationships, responds to inquiries of varying complexity, performs administrative and operational tasks (e.g., editing reports, inventory control), and participates in projects to improve agency services.

Requirements

• Knowledge, Skills, and Abilities:
  • Knowledge of spelling, punctuation, business English, and business mathematics.
  • Knowledge of modern office methods and procedures, record maintenance, and agency policies.
  • Ability to establish and maintain effective working relationships.
  • Ability to perform confidential work and maintain confidentiality.
  • Ability to interpret and complete routine matters according to agency policies.
  • Ability to follow oral and written instructions.
• Education and Experience:
  • Level I: Bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.
  • Level II: 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:
  • Some positions may require frequent job-related travel.
  • Some positions may require typing or keyboarding at 50 words per minute from printed copy.
  • Some agencies may require or prefer a specific bachelor’s degree or college hours.