Administrative Assistant II

Oklahoma State Government•Oklahoma City, OK

5d•$55,000•Onsite

About The Position

The Administrative Assistant II is responsible for providing administrative support for the Oklahoma State Department of Health Human Resources Department, maintaining various records, preparing correspondence or other materials, and similar activities. The HR Administrative Assistant will perform a variety of administrative tasks and support the HR department in duties like updating HR reports and databases, processing employee requests, serving as a first point of contact for the HR Department, and performing a variety of procurement tasks. This position requires excellent organizational skills and the ability to handle sensitive information confidentially.

Requirements

Level I: Four years of technical clerical office work or an equivalent combination of education and experience.
Level II: Education and Experience requirements at this level consist of five years of technical clerical office work; or an equivalent combination of education and experience.
Knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and the major policies and procedures governing assigned programs.
Ability is required to maintain effective working relationships with others; handle confidential work; interpret and handle routine matters in accordance with agency policy; and follow oral and written instructions.

Nice To Haves

Procurement: Foundational understanding of procurement and acquisition processes including experience with P-Card purchasing and reconciliation or Certified Procurement Officer Level 1 or greater.
HR Information Systems (HRIS): Familiarity with HRIS platforms like Workday or other similar systems commonly used for managing employee data, tracking performance, and generating reports.
Technology and Data Management: Strong working knowledge of Microsoft Office Software primarily including Word and Excel. Familiarity with Smartsheet and Adobe Pro.

Responsibilities

Initiates correspondence requiring knowledge of agency or Human Resources 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.
Coordinates activities with internal and external customers.
Arrange appointments, maintain the Human Resources schedule, and performs other office tasks and details.
Manages the department’s telephone and shared inboxes to address queries accordingly.
Enters and retrieves information using computer systems and other data-processing equipment to respond to internal and external information requests.
Reviews coded and uncoded source documents; edits documents and reports; and examines records for completeness, accuracy, and compliance with established standards.
Resolves routine discrepancies and refers complex issues to appropriate staff.
Being present at the office is an essential function of the job.
Other duties as assigned
Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
Works effectively in team environment, participating and assisting their peers.

Benefits

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 venders.
Longevity Bonus for years of service

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