Administrative Assistant I

Oklahoma State Government • Oklahoma City, OK

2d • $45,000

About The Position

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions. Typical Functions The functions performed in this job family will vary by level, unit and organization, but may include the following: This role is the first impression of our organization; a pleasant, approachable disposition is required. Works collaboratively with another Administrative Assistant to share responsibilities, to ensure front office coverage at all times, and to offer consistent support for the team. Responsible for processing daily deposits in accordance with established procedures, ensuring accuracy and timeliness to support downstream team operations. Answers and routes incoming phone calls in a courteous and professional manner; asks appropriate clarifying questions to determine caller needs, directs callers to appropriate online resources, and ensures all messages are accurately relayed to the correct department. Offers support to the supervisor and upper management by assisting with special projects as assigned, demonstrating flexibility, attention to detail, and the ability to meet deadlines. Brings a high level of attention to detail and personal accountability, working independently, double checking work, and taking initiative to ensure tasks are completed accurately and on time. Supports overall office operations by maintaining and organizing supply cabinets and shared kitchen space, performing routine upkeep tasks with a positive, team-oriented attitude, and alerting the supervisor when items require replenishment. Maintains a high level of communication, proactively clarifying expectations, confirming details, and sharing updates to support effective coordination and ensure accuracy. Highly reliable and committed, consistently present and punctual, takes ownership of responsibilities, and approaches work with care and dedication. 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. At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal/deposit duties, and complete routine customer service requests from internal and external customers.

Requirements

• 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.
• Knowledge of Microsoft Office 365 applications; working knowledge of Excel and Microsoft Word is required.
• Knowledge of Adobe Acrobat Pro and Adobe platforms.
• 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.
• Education and Experience requirements at this level consist of four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.
• Typing or keyboarding at a rate of 50 words per minute from printed copy with limited errors/no errors.
• Please make sure to submit a resume with your application.

Nice To Haves

• Candidate should have a minimum of 2 years of administrative experience in a front office setting

Responsibilities

• Works collaboratively with another Administrative Assistant to share responsibilities, to ensure front office coverage at all times, and to offer consistent support for the team.
• Responsible for processing daily deposits in accordance with established procedures, ensuring accuracy and timeliness to support downstream team operations.
• Answers and routes incoming phone calls in a courteous and professional manner; asks appropriate clarifying questions to determine caller needs, directs callers to appropriate online resources, and ensures all messages are accurately relayed to the correct department.
• Offers support to the supervisor and upper management by assisting with special projects as assigned, demonstrating flexibility, attention to detail, and the ability to meet deadlines.
• Supports overall office operations by maintaining and organizing supply cabinets and shared kitchen space, performing routine upkeep tasks with a positive, team-oriented attitude, and alerting the supervisor when items require replenishment.
• Maintains a high level of communication, proactively clarifying expectations, confirming details, and sharing updates to support effective coordination and ensure accuracy.
• Consistently present and punctual, takes ownership of responsibilities, and approaches work with care and dedication.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees