Administrative Assistant I

Oklahoma State Government•Helena, MT

4d•Onsite

About The Position

Positions in this job family are assigned responsibilities for providing administrative support for program areas and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official. This may include supervising an administrative or clerical unit, responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities. It may also include responsibility for supervising an assigned staff of administrative technicians in performing duties involving the processing of applications for various types of permits or licenses, maintaining various records, preparing correspondence or other materials, and similar activities.

Requirements

Education and Experience requirements at this level consist of four years of technical clerical office work; or an equivalent combination of education and experience.
Knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs.
Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.

Responsibilities

Trains other staff
Assigns projects to staff as needed; develops and places in operation 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.
Prepares invoices and payments of claims, requisitions, purchase orders and other fiscal duties.
May supervise subordinate staff.
Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.
Coordinates activities with internal and external customers.
May establish educational and/or training programs.
Interviews callers, arranges appointments, and handles office details.
Enters and retrieves information using Personal Computer or other data processing equipment and receives and reviews coded and uncoded source documents; reviews data and makes routine corrections.