Executive Assistant to the Executive Director I

Oklahoma State Government•Oklahoma City, OK

About The Position

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. 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 perform confidential executive level administrative and clerical duties for the Agency Director or senior executive staff.

Requirements

Knowledge of procedures and techniques of business communication; spelling, grammar, and punctuation; business arithmetic, office methods, public relations, and computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat
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.
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; and to establish and maintain a confidential work environment.
Education and Experience requirements at this level consist of seven (7) years of administrative/clerical office work including four (4) years of experience as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every one (1) year of experience.

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