Administrative Assistant I

State of Oklahoma • Oklahoma City, OK

3d • Onsite

About The Position

This position provides high-level administrative, project, and specialized support to the Category Management team and its leadership. The Administrative Assistant manages critical administrative workflows related to procurement, legal review, and public posting requirements, ensuring efficient and compliant process execution using specialized systems (e.g., IronClad, PeopleSoft, statewide search websites). This role also executes standard executive administrative tasks and provides dedicated operational manpower for Category Management projects.

Requirements

• An associate’s degree in business administration, office management, or related field; and
• Two (2) years of general administrative or office support experience; or
• An equivalent combination of education and experience.
• Basic office administration and filing systems.
• Microsoft Office Suite (Word, Excel, Outlook) and data entry accuracy.
• Procurement or contracting documentation processes.
• Ability to follow detailed instructions and learn new software applications quickly.
• Ability to manage multiple tasks simultaneously and maintain strict confidentiality.

Nice To Haves

• Direct experience using IronClad or a similar contract lifecycle management (CLM) system.
• Direct experience with PeopleSoft Financials or an equivalent ERP system for dispatching/purchasing.
• Previous experience supporting a procurement or strategic sourcing department.

Responsibilities

• Processes and manages contracts and legal documents, including accurately initiating and routing items to legal using the IronClad contract lifecycle management system.
• Executes essential procurement administrative functions, including creating and dispatching documentation (e.g., purchase orders, internal transfers) within the PeopleSoft system.
• Manages the public posting process for required documentation by uploading information and all necessary attachments to the designated statewide search website.
• Compiles and delivers final confirmation packets to the Category Manager and relevant personnel, detailing the successful completion and routing of legal, PeopleSoft, and public posting requirements.
• Provides comprehensive administrative support typical of an Executive Administrator, including scheduling, correspondence, file management, preparing meeting materials, and travel coordination.
• Serves as dedicated support and manpower for Category Management projects, assisting with research, data organization, coordination, and other project-related operational tasks.
• Other duties as assigned.

Benefits

• Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually.
• A comprehensive Benefit Package with a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree