Administrative Services Coordinator

Oklahoma State Government • Oklahoma City, OK

10d • $51,000 • Onsite

About The Position

The Administrative Services Coordinator (ASC) provides essential administrative support for an assigned floor within the Oklahoma Tax Commission (OTC). Responsibilities may include preparing correspondence and reports, maintaining filing systems, reviewing and processing forms and onboarding documents, and addressing employee inquiries. Additional duties may involve managing claims, requisitions, purchase orders, and invoices, scheduling meetings, assisting with new hire or interview processes, and other related administrative tasks.

Requirements

• Knowledge of: Procedures and techniques of business communications
• Spelling, punctuation, business English
• Modern office methods procedures and technologies, including computer technology related to accounting systems
• Skills in: Providing excellent customer service
• Active listening
• Exceptional attention to detail
• Verbal and written communication skills
• Organization
• Proficient in Microsoft Office programs
• Ability to: Prioritize assigned tasks requested from different leaders
• Accurately type at a rate of 40 words per minute; Be self-motivated, dependable, and professional; Be adaptable and flexible, even under stressful conditions; Be at ease working collaboratively and independently when required; Prepare documents, reports, and files for dissemination to external sources; Handle confidential work with tact and discretion; Exercise good judgment when interpreting and applying rules and policy; Establish and maintain working relationships with others.
• A bachelor’s degree in any field; OR an equivalent combination of education and/or experience, substituting one year of experience in a highly technical administrative or secretarial position, such as an office manager, executive assistant, or similar position, for each year of the required education
• Applicants may need to have reliable transportation and be willing and able to perform all job-related travel.
• Possession and maintenance of a valid Oklahoma State Driver’s License may also be required.
• This position has access to Federal Tax Information (FTI) and is required to uphold the strictest standards of confidentiality as an essential part of its job responsibilities. This includes safeguarding all tax information obtained from records, files, tax returns, and departmental investigations, whether in paper, electronic, or verbal form.

Responsibilities

• Serves as the primary administrative support contact for an assigned floor or division and completes tasks or projects as requested by the division leadership and HR leadership
• Greets visitors, answers general inquiries and refers to appropriate staff member
• Manages conference room calendars; assists with the set-up and breakdown of conference room arrangements
• Screen phone calls, respond to general inquiries, and transfer callers to appropriate staff members
• Plans, organizes, and coordinates meetings, conferences, division activities and/or public hearings including the preparation of the agenda, the printing and preparation of documents, visuals or packets, recording the minutes and potentially transcribing confidential, technical or legal material, may coordinate the registration table at these events
• Opens, sorts, and distributes mail and serves as point-of-contact for all deliveries and pick-ups including shred bins, maintenance of copier/printer/scanner machines, etc.
• Completes travel claims process by calculating estimated costs for travel, arranging travel itineraries and accommodations, preparing and submitting travel claims for reimbursements and submitting the final expense report to Budget Manager
• Creates and maintains tracking logs and assists in report preparation and tracking
• Submits requisitions, printing jobs, business cards, and software clearance requests for the division or as needed
• Prepares work orders; reconciles billing statements
• Places orders and maintains inventory for office and kitchen supplies
• Develops and maintains confidential and/or complex, organized filing systems for both paper documents and e-files
• Schedules interviews, prepares interview packets and assists with HR and division-onboarding
• Light cleaning in the common areas, including the break room/kitchen, hallways, copy rooms and conference rooms
• As employees’ schedules rotate, ASC verifies workspaces and common areas are left in acceptable condition for the next rotation
• Composes division-level correspondence on behalf of division leadership to be distributed to internal staff and external organizations or prepares official correspondence for supervisors’ signatures as needed
• Supports other ASCs or their divisions as needed or for special administrative projects
• Serves as the safety coordinator for their floor
• Other similar duties as assigned
• Provides legislative support for the division by receiving calls from Legislators on complaints and questions and/or comments from the public to the agency
• Serves as designated administrative support staff for various Boards
• Maintains and organizes a file system for agency contracts, leases, and documents on utilities, equipment, and/or facilities and maintains the processes around specialized contracts
• Coordinates and maintains confidential information regarding records of criminal history investigations
• Reviews and approves facility security access requests for employees to receive building security badges

Benefits

• Generous state-paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• A Retirement Savings Plan with a generous match.
• 15 days of paid vacation and 15 days of sick leave for full-time employees the first year.
• 11 paid holidays a year.
• Paid Maternity leave for eligible employees.
• Employee discounts with a variety of companies and venders.
• A Longevity Bonus for years of service.

What This Job Offers

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