Administrative Assistant I/II

Oklahoma Office of Juvenile Affairs•Tecumseh, OK

5d•$37,353 - $37,353•Onsite

About The Position

The Office of Juvenile Affairs (OJA) is searching for an Administrative Assistant to join our team at Central Oklahoma Juvenile Center in Tecumseh, Oklahoma. This position requires knowledge of modern office methods and procedures and the ability to handle confidential work. We encourage those with administrative support and technical clerical experience to apply. 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.

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.
Must be willing fulfill any job-related travel normally associated with this position and possess a valid Oklahoma driver’s license for operating state-owned vehicles.
Must be able to pass OSBI and FBI background check.

Nice To Haves

Administrative support and technical clerical experience.

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.
Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, confidentiality standards, and the code of ethical behavior.
Ability to multi-task and adapt to demanding and changing timelines.
Ability to maintain a high degree of discretion, integrity and sensitivity to confidentiality and privacy.
Ability to work effectively in a team environment while building strong relationships with all levels of staff and effectively collaborating, communicating, respecting, and assisting peers.
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.

Benefits

Competitive benefits package
Generous state paid benefit allowance to help cover insurance premiums.
Comprehensive Health Coverage: A wide choice of health insurance plans with no pre-existing condition exclusions.
Flexible Spending Accounts: Options for healthcare and dependent care expenses.
Retirement Savings Plan: With a generous company match to help secure your future.
15 days of vacation and 15 days of sick leave the first year for full time employees.
11 paid holidays a year.
Employee Assistance Program: Support when you need it.
Longevity Bonuses: For years of dedicated service.
Training Opportunities: Continuous learning and development for CEU requirements.