Administrative Assistant

State of Oklahoma • Sulphur, LA

6d • Onsite

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. Position provides support to the Director of Family and Early Childhood Services, providing reports/other data upon requests, administrates data collection for services within the Family and Early Childhood department. Assists in completion of various tasks within the department. Provides services to customers, and similar duties and responsibilities. Maintains various records, preparing correspondence or other materials and similar activities.

Requirements

• A bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.
• 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.
• Applicant must be willing to perform all job-related travel.
• Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Nice To Haves

• Knowledge of Deaf Education and Community.
• Ability to communicate in ASL or willingness to learn ASL.
• Frequent job-related travel may be required.
• Typing or keyboarding at a rate of 50 words per minute from printed copy may be required.
• A specific bachelor’s degree or college hours may be preferred.

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 support to the Director of Family and Early Childhood Services, providing reports/other data upon requests
• Administrates data collection for services within the Family and Early Childhood department.
• Assists in completion of various tasks within the department.
• Provides services to customers.
• Maintains various records.
• Prepares correspondence or other materials.

Benefits

• The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level