Administrative Assistant

State of Oklahoma•Sulphur, LA

12d

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. Typical Functions 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. Level Descriptor 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. Additional Job Description Position is located at Oklahoma School for the Deaf (OSD) in Sulphur. Essential Functions: Position provides technical support to the Principal; provides reports/other data upon request; administrates the student information/Sylogist system; assists in completion of various National and State accreditation reporting; maintains/updates/organizes student records with confidentiality; manages/maintains student/staff iPads; leads/directs/manages/maintains enrollment of all OSD students at start of school year. Assist Principal with various needs and/or special projects when they arise. 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

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.
Knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; establishing and maintaining records; and major policies and procedures governing assigned programs.
Ability is required to establish and maintain effective working relationships with internal and external partners, customers, and staff; perform confidential work and maintain confidentiality; and interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form.
Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Nice To Haves

American Sign Language.
Knowledge of the student information/Sylogist system.

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.
Position provides technical support to the Principal
provides reports/other data upon request
administrates the student information/Sylogist system
assists in completion of various National and State accreditation reporting
maintains/updates/organizes student records with confidentiality
manages/maintains student/staff iPads
leads/directs/manages/maintains enrollment of all OSD students at start of school year
Assist Principal with various needs and/or special projects when they arise
Applicant must be willing to perform all job-related travel