Administrative Assistant

State of Oklahoma•Oklahoma City, OK

13d•Onsite

About The Position

The Administrative Assistant for the Office of Literacy Policy and Programs provides proactive, customer-focused support to division leadership and team members by expertly managing schedules, coordinating travel, handling correspondence, and maintaining organized records and files. This role requires strong proficiency in MS Office, exceptional organizational and time management skills, and the ability to manage sensitive information with complete confidentiality. The Administrative Assistant ensures smooth daily operations by assisting with special projects, office supplies, and delivering high‑quality service through professionalism, adaptability, and effective problem‑solving. This role requires full in-person attendance, with no options for remote work, telecommuting, or hybrid arrangements. The nature of this position necessitates a consistent in-person presence, and candidates should be prepared to fulfill all responsibilities on-site at the designated workplace in Oklahoma City, Oklahoma.

Requirements

Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Excellent organizational and time management skills.
Ability to handle sensitive information with the utmost confidentiality.
Adaptability and willingness to learn new tools and processes.
Strong problem-solving skills and a can-do attitude.
Professionalism and a passion for delivering exceptional customer service.
Strong problem-solving skills and a proactive attitude.
Associate’s degree in business, education or related field.
Three (3) years of clerical or office experience.
Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.
Currently authorized to work in the United States on a full-time basis without sponsorship.
Successful completion of a pre-employment background check.
Must possess a valid driver’s license from a U.S. state or territory to perform necessary job-related travel.

Responsibilities

Schedule appointments, meetings, and events for division leadership and other team members.
Create, format, and edit various documents, reports, and correspondence as needed.
Organize and maintain electronic and physical files to ensure easy retrieval.
Assist in making travel arrangements for team members, including flights, accommodation, and transportation.
Prepare travel claim documents.
Accurately input data into company systems and databases.
Maintain and update records.
Monitor and manage office supply levels, placing orders as necessary.
Assist with tracking inventory and replenishing stock.
Assist various teams with special projects and tasks as assigned.
Coordinate with other administrative staff to ensure seamless operations.
Manage incoming and outgoing correspondence, including email, letters, and phone calls.
Provide exceptional support and service to both customers and team members.

Benefits

Generous Benefits Allowance: Up to $21,934.08 annually, tailored to family size, for purchasing benefits.
Comprehensive Insurance Plans: Choose from a variety of insurance plans with no pre-existing conditions, exclusions, or limitations.
Flexible Spending Accounts: Manage healthcare expenses and/or dependent care with ease.
Full Participation in TRS: Enjoy employer-covered contributions (7.5% of annual salary) for Teacher’s Retirement System participation.
Generous Leave Policy: Full-time employees receive 15 days of vacation and 15 days of sick leave in their first year.
Paid Holidays: Benefit from 11 paid holidays per year.
Employee Discounts: Access discounts with various companies and vendors.
Longevity Bonus: Earn a bonus after completing two years of service, with bonuses continuing annually thereafter.
Compensatory Time: FLSA Exempt and Nonexempt employees receive compensatory time.
Employee Assistance Program: Access support and resources through our Employee Assistance Program.