Administrative Assistant I

State of Oklahoma•Oklahoma City, OK

3d•$40,000•Onsite

About The Position

The Oklahoma State Department of Education is seeking a dedicated and organized Administrative Assistant to join our Special Education Department. As an integral member of our team, you will play a crucial role in supporting the efficient operation of our department and ensuring the success of special education initiatives across the state. Your attention to detail, excellent communication skills, and ability to handle diverse administrative tasks will contribute to the smooth functioning of our educational programs. Please note: this role does not allow for any form of remote work, including telecommuting or hybrid arrangements. The nature of this position necessitates a consistent in-person presence. Prospective candidates should be aware that the responsibilities associated with this role require physical presence at the designated workplace in Oklahoma City, Oklahoma.

Requirements

Associate degree in business or related field [official transcripts required]
Two (2) years’ clerical or office experience
Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.
Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship now or in the future
Successful completion of a pre-employment background check
Must possess a valid driver's license from a U.S. state or territory to perform necessary job-related travel.

Nice To Haves

Bachelor’s degree in business or closely related field [official transcripts required].

Responsibilities

Manage correspondence: responsible for managing incoming and outgoing correspondence, including email, letters, and phone calls.
Schedule appointments: responsible for scheduling appointments, meetings, and events for division leadership and other team members.
Manage travel arrangements: responsible for making travel arrangements, including hotels and rental cars; preparing documents for travel approval and reimbursement.
Maintain records: responsible for maintaining records, including databases, spreadsheets, and filing systems.
External communication: responsible for collecting and organizing information to be shared externally in a professional format for publication and social media.
Manage office supplies and equipment: responsible for managing office supplies and equipment, including ordering and stocking supplies, maintaining equipment, and troubleshooting issues.
Perform administrative duties: responsible for performing a wide range of administrative duties, including data entry, proficient use of Microsoft Office Suite (Outlook, Word, Excel), document preparation, and record-keeping.
Professional Demeanor: Exhibit a positive, empathetic, and professional attitude. Build relationships, display integrity, and maintain professionalism in communication, behavior, and appearance. Embrace feedback for performance improvement.
Attendance: Ensure reliable and punctual in-person presence for quality teamwork, productivity, and collaboration. Demonstrate commitment by being engaged, available, and dependable to colleagues and customers.
Innovation: Identify and address evolving needs and challenges in education. Apply critical thinking, explore new ideas, and embrace innovative approaches to enhance educational outcomes for all students. Utilize creativity, resourcefulness, and forward-thinking to drive positive change and find solutions to complex problems in the field of education.
Efficiency: Maximize resource utilization and streamline operations. Optimize processes, eliminate redundancies, and leverage technology to enhance productivity and performance. Proactively identify efficiency opportunities and implement best practices for continuous improvement.
Superior Customer Service: Go above and beyond to deliver exceptional assistance that surpasses expectations. Create positive experiences and build trust-based relationships. Maintain a positive and helpful attitude, using appropriate language, tone, and behavior to consistently reflect the agency positively and leave a favorable impression.

Benefits

Generous Benefits Allowance: Up to $21,934.08 annually, tailored to family size, for purchasing benefits.
Comprehensive Insurance Plans: Choose from a variety of insurance plans with no pre-existing conditions, exclusions, or limitations.
Flexible Spending Accounts: Manage healthcare expenses and/or dependent care with ease.
Full Participation in TRS: Enjoy employer-covered contributions (7.5% of annual salary) for Teacher’s Retirement System participation.
Generous Leave Policy: Full-time employees receive 15 days of vacation and 15 days of sick leave in their first year.
Paid Holidays: Benefit from 11 paid holidays per year.
Employee Discounts: Access discounts with various companies and vendors.
Longevity Bonus: Earn a bonus after completing two years of service, with bonuses continuing annually thereafter.
Compensatory Time: FLSA Exempt and Nonexempt employees receive compensatory time.
Employee Assistance Program: Access support and resources through our Employee Assistance Program.