Administrative Assistant II

State of Oklahoma•Oklahoma City, OK

2d•$43,000

About The Position

Administrative Assistant II Basic Purpose This position is responsible for providing administrative and clerical support to assigned program areas, leadership, and office operations. This position performs a variety of routine administrative tasks under the direction of the Executive Assistant. Responsibilities include serving as the first point of contact for visitors and callers, maintaining records, preparing correspondence and meeting materials, and supporting daily office functions. Typical Functions The functions performed in this role may vary by unit and organization but typically include the following: Serves as the “Director of First Impressions” by greeting visitors, customers, and guests in a professional and courteous manner Answers incoming telephone calls, responds to general inquiries, and directs calls to appropriate staff Receives, sorts, and distributes incoming mail; prepares and processes outgoing mail and deliveries Assists with scheduling meetings and coordinating conference room usage, including setup and cleanup Provides administrative support for commission or board meetings, including preparing meeting room, preparing I-pads, assisting with AV equipment transcribing meeting minutes Maintains and organizes physical and electronic records in accordance with established policies and procedures Serves as Fleet and Records Coordinator, maintaining related logs, documentation, and compliance records Assist the Post Adjudication Review Board with organizing state meetings and conferences. Assist with ordering and maintaining office and meeting supplies as needed Prepares routine correspondence, reports, and other documents Assists with data entry, tracking, and basic reporting functions Supports special projects and performs other administrative duties as assigned by the Executive Assistant Ensures reception and common areas remain organized and presentable Level Descriptor This is the full performance level for administrative support positions. Employees perform a range of standard administrative and clerical duties with general guidance. Work requires attention to detail, organization, and the ability to manage multiple tasks. Employees are expected to maintain positive working relationships, provide quality customer service, and complete assignments accurately and efficiently. Additional assigned duties, as needed.

Requirements

Knowledge of spelling, punctuation, and business English
Knowledge of modern office practices, procedures, and equipment
Basic knowledge of recordkeeping and file management systems
Skill in using office software, including word processing, spreadsheets, email, and scheduling tools
Ability to communicate effectively, both orally and in writing
Ability to provide excellent customer service and interact professionally with the public and staff
Ability to manage time, prioritize tasks, and handle multiple assignments
Ability to perform detail-oriented work with accuracy
Ability to maintain confidentiality of sensitive information
Ability to follow instructions and work independently within established guidelines
Education and Experience requirements at this level consist of a high school diploma or equivalent plus two years of administrative, clerical, secretarial, or general office experience, or an equivalent combination of education and experience.

Nice To Haves

Knowledge and handling of AV equipment is a plus

Responsibilities

Serves as the “Director of First Impressions” by greeting visitors, customers, and guests in a professional and courteous manner
Answers incoming telephone calls, responds to general inquiries, and directs calls to appropriate staff
Receives, sorts, and distributes incoming mail; prepares and processes outgoing mail and deliveries
Assists with scheduling meetings and coordinating conference room usage, including setup and cleanup
Provides administrative support for commission or board meetings, including preparing meeting room, preparing I-pads, assisting with AV equipment transcribing meeting minutes
Maintains and organizes physical and electronic records in accordance with established policies and procedures
Serves as Fleet and Records Coordinator, maintaining related logs, documentation, and compliance records
Assist the Post Adjudication Review Board with organizing state meetings and conferences.
Assist with ordering and maintaining office and meeting supplies as needed
Prepares routine correspondence, reports, and other documents
Assists with data entry, tracking, and basic reporting functions
Supports special projects and performs other administrative duties as assigned by the Executive Assistant
Ensures reception and common areas remain organized and presentable