Administrative Assistant

State of Oklahoma•Sulphur, LA

4d•$4,125

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. Position is located at Oklahoma School for the Deaf (OSD) in Sulphur. Essential Functions: Position provides support to OSD’s Operations Manager. Provides training to operations staff in the operational procedures, oversees completion of projects, set up interviews, use state issued P-card for purchases, completion of various reports, uses personal computer to enter, retrieve, receive and review documents, manages the HVAC control system, work with outside vendors and supervises the custodial staff. Applicant must be willing to perform all job-related travel. Trial period (if applicable) is required. Background Check: The Department of Rehabilitation Services will conduct a criminal background check on new hires as part of an offer of employment that is made contingent upon a successful criminal background check. Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Requirements

Knowledge of spelling, punctuation, and business English
Knowledge of business mathematics
Knowledge of modern office methods and procedures
Knowledge of establishing and maintaining records
Knowledge of major policies and procedures governing assigned programs
Ability to establish and maintain effective working relationships with internal and external partners, customers, and staff
Ability to perform confidential work and maintain confidentiality
Ability to interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form
Education and Experience requirements at this level consist of a bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.
Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Nice To Haves

American Sign Language

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.
Provides training to operations staff in the operational procedures
Oversees completion of projects
Sets up interviews
Uses state issued P-card for purchases
Completes various reports
Uses personal computer to enter, retrieve, receive and review documents
Manages the HVAC control system
Works with outside vendors
Supervises the custodial staff