Admin Services Coordinator

State of Oklahoma • OK

78d • $42,500

About The Position

The Administrative Services Coordinator (ASC) provides essential administrative support for an assigned floor within the Oklahoma Tax Commission (OTC). Responsibilities may include preparing correspondence and reports, maintaining filing systems, reviewing and processing forms and onboarding documents, and addressing employee inquiries. Additional duties may involve managing claims, requisitions, purchase orders, and invoices, scheduling meetings, assisting with new hire or interview processes, and other related administrative tasks.

Requirements

• A bachelor’s degree in any field; OR an equivalent combination of education and/or experience, substituting one year of experience in a highly technical administrative or secretarial position, such as an office manager, executive assistant, or similar position, for each year of the required education
• Knowledge of procedures and techniques of business communications
• Knowledge of spelling, punctuation, business English
• Knowledge of modern office methods procedures and technologies, including computer technology related to accounting systems
• Skills in providing excellent customer service
• Skills in active listening
• Skills in exceptional attention to detail
• Skills in verbal and written communication
• Skills in organization
• Proficient in Microsoft Office programs
• Ability to prioritize assigned tasks requested from different leaders
• Ability to accurately type at a rate of 40 words per minute
• Ability to be self-motivated, dependable, and professional
• Ability to be adaptable and flexible, even under stressful conditions
• Ability to be at ease working collaboratively and independently when required
• Ability to prepare documents, reports, and files for dissemination to external sources
• Ability to handle confidential work with tact and discretion
• Ability to exercise good judgment when interpreting and applying rules and policy
• Ability to establish and maintain working relationships with others

Responsibilities

• Serves as the primary administrative support contact for an assigned floor or division and completes tasks or projects as requested by the division leadership and HR leadership
• Greets visitors, answers general inquiries and refers to appropriate staff member
• Manages conference room calendars; assists with the set-up and breakdown of conference room arrangements
• Screens phone calls, responds to general inquiries, and transfers callers to appropriate staff members
• Plans, organizes, and coordinates meetings, conferences, division activities and/or public hearings including the preparation of the agenda, the printing and preparation of documents, visuals or packets, recording the minutes and potentially transcribing confidential, technical or legal material
• Opens, sorts, and distributes mail and serves as point-of-contact for all deliveries and pick-ups including shred bins, maintenance of copier/printer/scanner machines, etc.
• Completes travel claims process by calculating estimated costs for travel, arranging travel itineraries and accommodations, preparing and submitting travel claims for reimbursements and submitting the final expense report to Budget Manager
• Creates and maintains tracking logs and assists in report preparation and tracking
• Submits requisitions, printing jobs, business cards, and software clearance requests for the division or as needed
• Prepares work orders; reconciles billing statements
• Places orders and maintains inventory for office and kitchen supplies
• Develops and maintains confidential and/or complex, organized filing systems for both paper documents and e-files
• Schedules interviews, prepares interview packets and assists with HR and division-onboarding
• Light cleaning in the common areas, including the break room/kitchen, hallways, copy rooms and conference rooms
• As employees’ schedules rotate, ASC verifies workspaces and common areas are left in acceptable condition for the next rotation
• Composes division-level correspondence on behalf of division leadership to be distributed to internal staff and external organizations or prepares official correspondence for supervisors’ signatures as needed
• Supports other ASCs or their divisions as needed or for special administrative projects
• Serves as the safety coordinator for their floor
• Other similar duties as assigned

Benefits

• Generous state-paid benefit allowance to help cover insurance premiums
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations
• Flexible spending accounts for health care expenses and/or dependent care
• A Retirement Savings Plan with a generous match
• 15 days of paid vacation and 15 days of sick leave for full-time employees the first year
• 11 paid holidays a year
• Paid Maternity leave for eligible employees
• Employee discounts with a variety of companies and vendors
• A Longevity Bonus for years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree