Administrative Assistant IV

State of Oklahoma•Oklahoma City, OK

7d•$30 - $35•Onsite

About The Position

Part-time On-site office presence required Reporting to the Executive Director, this position requires an individual with multiple skills for a variety of functions at a professional level. Job Summary This position is responsible for managing licensee application processes and supporting key administrative and operational functions of the agency. The role requires independent judgment, attention to detail, and the ability to manage multiple tasks and projects. The position works collaboratively with staff and leadership to ensure efficient, accurate, and timely delivery of licensure and administrative services. Limited supervisory or lead responsibilities may be assigned but are not the primary function of the position. Essential Duties This job description describes the general nature and level of work performed by the employee assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities and skills.

Requirements

Knowledge of administrative and office procedures, records management, and workflow processes
Ability to work independently and exercise sound judgment
Ability to manage multiple priorities, deadlines, and projects
Strong attention to detail and organizational skills
Ability to interpret and apply statutes, rules, and policies
Ability to communicate clearly and professionally, both verbally and in writing
Ability to develop and deliver effective presentations to varied audiences
Ability to analyze processes and recommend operational improvements
Ability to maintain confidentiality and handle sensitive information
Proficiency with office technology, databases, and administrative systems
Education and Experience requirements at this level consist of a bachelor's degree plus three years of technical clerical, secretarial, or general office work, or an equivalent combination of education and experience, substituting one year of qualifying experience for each year of the required education.

Nice To Haves

Experience with project management, process development, or operational improvement is preferred.
Experience in a licensing, regulatory, or compliance-based environment is a plus.

Responsibilities

Manage the intake, review, tracking, and processing of licensee applications, renewals, and related documentation
Serve as a point of contact for applicants, licensees, and stakeholders regarding agency procedures, requirements, and timelines
Maintain confidential and complex records in accordance with agency policy and statutory requirements
Interpret and apply statutes, rules, policies, and procedures related to licensure and administrative functions
Identify operational inefficiencies and assist with the development and implementation of process improvements
Participate in and lead assigned projects related to operations, system improvements, or program development
Prepare correspondence, reports, and procedural documentation
Develop and deliver presentations to internal and external audiences, both in-person and through virtual platforms
Coordinate and participate in meetings, trainings, and outreach activities, as assigned
Coordinate activities with internal staff, leadership, and external partners
Support administrative operational functions such as purchasing, invoicing, contracts, and other fiscal or administrative duties, as assigned
Utilize agency systems and technology to manage data, review records for accuracy, resolve discrepancies, and produce reports
Assist with training, onboarding, or mentoring of staff, as assigned
Represent the agency or program area at meetings, workgroups, conferences, or stakeholder engagements, as directed