Administrative Assistant III

State of Oklahoma•Oklahoma City, OK

11d•Onsite

About The Position

This position is for an Administrative Assistant III for the Claims & Benefits Division – Muskogee Claims Office. 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.

Requirements

Employees at this level may provide training or mentor to lower-level staff, serve as team lead or lead worker, or serve as back-up supervisor in the absence of supervisor.
Employees may be considered a subject matter expert on a specific administrative task, or component or function of services delivered to internal and external customers and staff.
Knowledge of technical writing; of business mathematics; compilation of information and data for agency reports, presentations, and training; the dynamics of effective team building; administrative policies and procedures governing human resources, purchasing, accounting, and other administrative functions.
Ability to work independently with minimal guidance, interpret policy and procedures and respond accurately to inquiries at various levels of complexity from internal and external customers according to agency policy, in written or oral form; represent office, program, or agency at internal and external meetings, as assigned; and maintain staff and client confidentiality.
Sufficient proficiency in the English language to perform the essential functions of the position.
A bachelor’s degree plus two year of technical clerical, secretarial, or general office work, or an equivalent combination of education and experience.

Nice To Haves

Applicants be willing and able to fulfill all job-related travel.
Skill in typing or keyboarding accurately from plain copy at a rate of forty words per minute.
A degree in a business-related field.
Ability using Microsoft Word, Excel, Outlook, Access, and PowerPoint.

Responsibilities

Participates in projects as team member or team leader
Develops and implements 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
Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
Coordinates activities with internal and external customers
Establishes educational and/or training programs
Interviews callers, arranges appointments, and performs other office tasks and duties
Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded 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.
Trains or mentors other staff.
Supervises subordinate staff. This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties.
Performs other related duties as assigned consistent with the responsibilities of the position and agency operations.