Administrative Assistant II

State of Oklahoma • Oklahoma City, OK

1d • $50,000 - $60,000 • Onsite

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 for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials, and performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

This is the full performance level where duties and responsibilities assigned are at the full performance level. Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services.

Requirements

• Knowledge of spelling, punctuation, and business English
• Knowledge of business mathematics
• Knowledge of modern office methods and procedures
• Ability to establish and maintain records
• Knowledge of major policies and procedures governing assigned programs
• Skill and ability to establish and maintain effective working relationships with internal and external partners, customers, and staff
• Strong communications via phone and in-person
• Effectively resolve billing and accounting issues
• Maintain confidentiality
• Interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form

Nice To Haves

• Knowledge of the Oklahoma Central Purchasing Act, OMES Central Purchasing Division Rules, Policies, & Procedures, State of Oklahoma Policy and Procedures for Purchase Card, as well as internal agency policies and procedures is preferred.

Responsibilities

• Responsible for purchases utilizing the state’s purchase card and reconciliation of purchase card transactions
• Responsible for travel coordinator duties including but not limited to lodging, airline, and rental car arrangements along with processing travel claims and expense receipts
• Participates in projects as team member or team leader
• 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
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
• Coordinates activities with internal and external customers
• Utilizes financial programs to provide requested information to internal and external customers; reviews financial funding and source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff
• Assist other positions within the Fiscal/HR Division

Benefits

• Selected Applicants must pass a rigid character and background investigation, a polygraph examination and drug screen.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level