Executive Administrative Assistant

State of Oklahoma • Oklahoma City, OK

5d • Hybrid

About The Position

The Executive Administrative Assistant provides assistance and support to the Executive Leadership team and assigned divisions of the Oklahoma Tax Commission. The Oklahoma Tax Commission is committed to leading Oklahoma with unparalleled customer service. Our mission is to promote tax compliance through serving taxpayers with transparency and fairness in administration of the tax code and unparalleled customer service.

Requirements

• Knowledge of Office methods and the procedures and techniques of business communications, including spelling, punctuation, and business English.
• Computer technology principles, terminology, and automated systems
• Business arithmetic
• Public relations
• Typing accurately at a rate of 50 words per minute.
• Interpersonal skills
• Using a computer and applicable software.
• Proficient in Microsoft Office programs.
• Proficient analytical, critical thinking and problem-solving abilities.
• Outstanding communication skills, both verbal and written
• Active listening.
• Exceptional attention to detail.
• Ability to Prioritize assigned tasks requested from different leaders.
• Handle confidential work with tact and discretion.
• Exercise judgment in interpreting and applying rules or policy.
• Establish and maintain working relationships with others
• Work effectively in a fast-paced environment.
• Prioritize tasks to meet deadlines.
• Communicate effectively with high-level leadership.
• Be self-motivated, dependable, and professional.
• Be adaptable and flexible, even under stressful conditions.
• A bachelor’s degree in any field; PLUS, one year of highly technical clerical work: OR five years of highly clerical work: OR an equivalent combination of education and experience.
• Reliable transportation and be willing and able to perform all job-related travel.
• Possession and maintenance of a valid Oklahoma State Driver’s License is also required.
• Must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours.
• Must 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.

Nice To Haves

• Telework may be required based on the needs of the agency, division, and section. If applicable, applicant must be willing and able to BOTH work on-site and telework at an off-site location, generally in the applicant’s home.

Responsibilities

• Plans, organizes, and coordinates meetings, conferences, activities, and appointments; prints and prepares documents, visuals, or packets; creates agenda, record minutes, and transcribe dictation of confidential, technical, or legal material; advises and directs agency staff in preparing information and materials for consideration by Executive Leadership and assigned divisions.
• Opens, sorts, and distributes mail; serves as point-of-contact for all deliveries and pick-ups, including shred bins, maintenance of copier/printer/scanner machines, etc.
• Screen phone calls; responds to general inquiries; transfers callers to appropriate staff members or their voicemails.
• Greets visitors; answers general inquiries; refers to appropriate official.
• Schedules conference rooms; maintains conference rooms calendars; assists in set-up and break-down of conference rooms.
• Arranges for special conferences and meetings; maintains Executive Director’s calendar, advising of commitments.
• Calculates estimated costs for travel; arranges travel itinerary and accommodations; prepares and submits travel claims for reimbursements; submits expense report to Budget Manager.
• Assists with preparation of reports; creates and maintains tracking logs; prints, copies, or scans documents; initiates employee evaluations for Executive Leadership and assigned divisions.
• Independently researches, assembles, and summarizes material, information and data for Executive Leadership’s consideration and action; takes and transcribes dictation of confidential, technical, or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences.
• Assists with preparation of reports; creates and maintains tracking logs; prints, copies, or scans documents; initiates employee evaluations for supervisors.
• Submits requisitions, printing jobs, business cards, and software clearance requests.
• Prepares work orders; reconciles billing statements.
• Places orders and maintains inventory for office and kitchen supplies.
• Composes division-level correspondence on behalf of Executive Leadership and assigned divisions to be distributed to internal staff and external organizations; prepares official correspondence for signatures.
• Develops and maintains confidential and/or complex files; maintains an organized file system for both paper documents and e-files.
• Schedules interviews; prepares interview packets; assists with onboarding for the Executive Leadership and assigned divisions.
• Light cleaning in the common areas, including the break room/kitchen, hallways, copy rooms and conference rooms.
• Provides legislative support; receives calls from Legislators on complaints and/or comments from the public to the agency; prints and prepares packets; manages the registration table for events or meetings.
• Assists Executives and assigned divisions when needed.

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: Executive