Executive Administrative Assistant II

Oklahoma State Government • Oklahoma City, OK

2d • $78,000 • Onsite

About The Position

Basic Purpose Positions in this job family provide executive level administrative and clerical support to the Agency Director or other senior level management staff by exercising confidentiality, tact, and diplomacy. Typical Functions The functions performed in this job family will vary by level, unit and organization, but may include the following: Performs administrative and general office duties and functions for an Agency Director or senior level management staff. Coordinates, prepares, and distributes reports, agendas, or related materials for regulatory or oversight boards, commissions, committees, or other similar groups. Researches, compiles, prepares, and distributes correspondence, reports, presentations, and other relevant documents. Records and transcribes proceedings of meetings. Serves as first contact for the executive office by telephone, e-mail, or in person. Establishes and maintains filing system for the executive or senior level management staff. Assists individuals by providing information directly or referring customers, clients to appropriate staff, state agency or federal offices. Interprets and advises internal and external customers on agency rules, regulations, and laws. Manages Open Record Requests. Develops and manages a contact network of local governments, businesses, other relevant groups, and individuals. Maintains or audits mileage claims and per diem reimbursement. Performs other executive or managerial level administrative duties as assigned. Participates or assists in agency projects, programs, or reporting by reviewing, preparing requested information. Supervise lower-level administrative or clerical staff to ensure the executive office performs and functions in compliance with all agency rules, processes, and procedures. Level Descriptor Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others. At this level employees supervise lower level administrative and clerical staff within the executive office. The employee will perform confidential executive level administrative and clerical duties for the Agency Director or senior executive staff. Education and Experience Education and experience requirements at this level consist of eight (8) years of administrative/clerical office work, including five (5) years of experience as an office manager, executive assistant, or confidential secretary, to include one (1) year of supervisory experience, or an equivalent combination of education and experience. Thirty (30) semester hours from a college or university may substitute for each one (1) year of experience. The Appointing Authority may give preference for a specific type of education, such as Business Administration, Office Administration, or Project Management. Note: No substitution will be given for the one (1) year of supervisory experience. Knowledge, Skills, and Abilities Knowledge, Skills, and Abilities required include knowledge of procedures and techniques of business communication; spelling, grammar, and punctuation; business arithmetic, office methods, public relations, computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat, supervisory practices and principles, and administrative rules governing personnel management. Skills required include strong oral and written communication; strong organizational and filing skills; strong attention to detail; establishing and maintaining effective working relationships by being able at interact with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion, and motivating staff to achieve a high-level of customer service. Abilities required include the ability to multitask; exercise discretion; exercise independent judgment in order to prioritize appointments and work assignments; work cooperatively and courteously with others; to communicate with a variety of personalities and divergent views in a tactful, pleasant, and professional manner; to establish and maintain a confidential work environment, and build a team within in the executive’s office to meet agency, and external stakeholder’s, partner’s, and customer’s expectations. Additional Job Description Core work hours for the Oklahoma Corporation Commission are Monday through Friday, 8am-4:30pm. This schedule may require flexibility based on the needs of the agency. This position is not remote work eligible, as it requires hands-on and in-person work to complete the essential job functions.

Requirements

• eight (8) years of administrative/clerical office work, including five (5) years of experience as an office manager, executive assistant, or confidential secretary, to include one (1) year of supervisory experience, or an equivalent combination of education and experience.
• knowledge of procedures and techniques of business communication; spelling, grammar, and punctuation; business arithmetic, office methods, public relations, computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat, supervisory practices and principles, and administrative rules governing personnel management.
• Skills required include strong oral and written communication; strong organizational and filing skills; strong attention to detail; establishing and maintaining effective working relationships by being able at interact with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion, and motivating staff to achieve a high-level of customer service.
• Abilities required include the ability to multitask; exercise discretion; exercise independent judgment in order to prioritize appointments and work assignments; work cooperatively and courteously with others; to communicate with a variety of personalities and divergent views in a tactful, pleasant, and professional manner; to establish and maintain a confidential work environment, and build a team within in the executive’s office to meet agency, and external stakeholder’s, partner’s, and customer’s expectations.
• Must maintain a valid driver’s license

Nice To Haves

• The Appointing Authority may give preference for a specific type of education, such as Business Administration, Office Administration, or Project Management.

Responsibilities

• Performs administrative and general office duties and functions for an Agency Director or senior level management staff.
• Coordinates, prepares, and distributes reports, agendas, or related materials for regulatory or oversight boards, commissions, committees, or other similar groups.
• Researches, compiles, prepares, and distributes correspondence, reports, presentations, and other relevant documents.
• Records and transcribes proceedings of meetings.
• Serves as first contact for the executive office by telephone, e-mail, or in person.
• Establishes and maintains filing system for the executive or senior level management staff.
• Assists individuals by providing information directly or referring customers, clients to appropriate staff, state agency or federal offices.
• Interprets and advises internal and external customers on agency rules, regulations, and laws.
• Manages Open Record Requests.
• Develops and manages a contact network of local governments, businesses, other relevant groups, and individuals.
• Maintains or audits mileage claims and per diem reimbursement.
• Performs other executive or managerial level administrative duties as assigned.
• Participates or assists in agency projects, programs, or reporting by reviewing, preparing requested information.
• Supervise lower-level administrative or clerical staff to ensure the executive office performs and functions in compliance with all agency rules, processes, and procedures.

Benefits

• 15 days accrued annually during the first 1–5 years of service.
• 18 days accrued annually for 5–10 years of service.
• 20 days accrued annually for 10–20 years of service.
• 25 days accrued annually for over 20 years of service.
• Sick leave: Accrued at 15 days per year.
• A comprehensive health insurance package – medical, dental, vision, life insurance, dependent life insurance, and flexible medical spending account.
• A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.
• Retirement plans: Defined Contribution Plan or Deferred Compensation Plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees