Executive Assistant

About the role

The Executive Assistant is a full-time position that provides high level administrative support to the Oklahoma Ethics Commission.

Responsibilities

• Provides first point of contact for phone calls and emails to the Commission, maintains contacts journal, directs these contacts to appropriate staff person, and assists with correspondence and scheduling.
• Greets all incoming visitors. Maintains robust office digital calendar. Manages mail distribution.
• Docket Clerk for ALJ Hearings, assists with maintaining files, and preparation of legal documents as instructed by General Counsel and/or Senior Compliance Officer.
• Organizes and maintains paper and electronic files for the agency in accordance with agency procedures. Archives documents as necessary in accordance with archives policy.
• Clerk for Open Records Requests, coordinate requests and provide responses to requests.
• Assist users with accessing the Guardian System (software reporting system), unlock accounts when needed, provide usernames, and reset passwords.
• Coordinate hearing requests and fee payments with Compliance Officers.
• Upload documents as required.
• Compiles packets of materials for Commissioners for regular and special meetings; reserves meeting room; coordinates with Secretary of State for meeting notices, provides notices of the Agenda for each meeting to the general public and maintains the official agency file for each meeting.
• Prepares the room for the meeting, participates in the meeting by calling and recording the votes of Commissioners on motions and drafts the minutes for meetings at the conclusion of each Commission meeting.
• Creates and maintains procedures for Executive Assistant tasks and provides to Senior Compliance Officer quarterly.
• Maintains office supplies, notifies Compliance Officer in charge of purchasing when supplies are necessary and coordinates with staff for purchase of supplies.
• Maintains inventory files, adds items, and coordinates disposal of surplus items, as necessary.
• Receives, posts, and forwards agency mail, faxes, and emails in the ethics@ethics.ok.gov email and arranges for agency mailings, as necessary.
• Backup and cross-train the Compliance Officers and train Compliance Officers on Executive Assistant responsibilities.
• Coordinate program dates and times for continuing education programs with the OEC Staff, schedule rooms, IT assistance and update flyers, if needed.
• Collect payment and maintain/monitor invoices, Send announcements, reminders, and confirmation emails to public and/or attendees.
• Other tasks as assigned.

Requirements

• Proficient in written business communications and correspondence, office methods and computer operations.
• Proficient in Adobe, Microsoft Office including, Outlook, Excel, Word, PowerPoint, and Publisher.
• Computer skills test required.
• Excellent communication skills with a diverse culture.
• Ability to handle multiple issues professionally.
• Present a professional appearance and positive attitude.
• A self-starter and a team player in a sometimes fast-paced environment.
• Problem solving skills.

Education and Experience

Average of 2 years of experience in office administration, paralegal experience, legal secretary, or similar experience preferred.

Key Requirements

• Pre-employment criminal background check must be successfully completed.

Salary and Benefits

$48,000-$52,000. The Oklahoma Ethics Commission offers a comprehensive State of Oklahoma benefits package, including health insurance, generous leave, retirement benefits, professional development opportunities, employee assistance programs, and paid holidays.

Reasonable Accommodation

Reasonable accommodation for individuals with disabilities will be provided upon request.

Equal Opportunity Employer

The Oklahoma Ethics Commission is an Equal Opportunity Employer. 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.