State of Oklahoma-posted 2 months ago
Full-time • Entry Level
OK

The Administrative Assistant is responsible for providing administrative support for program area 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. The Level II duties and responsibilities will be at all levels of complexity. Employees will coordinate activities both internal and external to the organization or program and may supervise others in performing various administrative duties or other activities.

  • 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.
  • Move the current images (old book image) from Current Birth Index to Sealed Birth Index so they can be converted those records (VR correction emails)
  • Scan the original delay forms into App X (sealed birth index if we were issuing the rover image, or into Current Birth Index if we were issuing from that original notarized form).
  • Void duplicate records
  • Update/correct index
  • Request copies of original cert from perm storage
  • Request original books be shipped to perm storage
  • Respond to VRCorrections emails
  • Scanning/Grooper QA sealed file boxes going to perm storage
  • Import records into AppX (foreign birth adoptions, paternity actions on delayed records) that were saved as pdf
  • Weekly & Monthly VR Reports for CHS in conjunction with NCHS reports e.g., lists of voids, corrections, and maximum Cert Number for the month.
  • Removal of flags for fee dues and DHS children
  • OOS and Foreign Notifications of Deaths Abroad
  • Law Enforcement verifications
  • Back up UVS project
  • DHS Annual Audit Verification Support
  • Being present at the office is an essential function of the job
  • Other duties as assigned.
  • Bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.
  • Applicants must provide documentation at the time of application if education, certification or licensure is required to meet qualifications.
  • All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.
  • Knowledge of spelling, punctuation, and business English.
  • Knowledge of business mathematics.
  • Knowledge of modern office methods and procedures.
  • Knowledge of the maintenance of complex records.
  • Knowledge of the major policies and procedures governing assigned programs.
  • Ability to maintain effective working relationships with others.
  • Ability to handle confidential work.
  • Ability to interpret and handle routine matters in accordance with agency policy.
  • Ability to follow oral and written instructions.
  • 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.
  • Retirement Savings Plan with a generous match.
  • 15 days of vacation and 15 days of sick leave the first year for full time employees.
  • 11 paid holidays a year.
  • Student Loan repayment options & tuition reimbursement.
  • Employee discounts with a variety of companies and vendors.
  • Longevity Bonus for years of service.
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