Executive Assistant

State of Oklahoma•Oklahoma City, OK

2d•$48,000 - $52,000•Onsite

About The Position

The Executive Assistant is a full-time position that provides high level administrative support to the Oklahoma Ethics Commission. General duties include maintaining and organizing critical paper and digital records of the Commission, act as clerk for administrative hearings and public meetings, providing reception services, coordinating meetings, preparing correspondence and other designated duties.

Requirements

Proficient in written business communications and correspondence.
Proficient in office methods and computer operations.
Proficient in Adobe, Microsoft Office including, Outlook, Excel, Word, PowerPoint, and Publisher.
Excellent communication skills with a diverse culture.
Ability to handle multiple issues professionally.
Present a professional appearance and positive attitude.
Be a self-starter and a team player in a sometimes fast paced environment.
Problem solving skills.
Associate degree in office administration, related field, or 2 years of experience.
Pre-employment criminal background check must be successfully completed.
Ability to lift 30-40 pounds.

Nice To Haves

Paralegal experience, legal secretary, or similar experience preferred.

Responsibilities

Provide high level administrative support to the Oklahoma Ethics Commission.
Maintain and organize critical paper and digital records of the Commission.
Act as clerk for administrative hearings and public meetings.
Provide reception services.
Coordinate meetings.
Prepare correspondence.
Serve as the first point of contact for phone calls and emails to the Commission.
Maintain contacts journal and direct contacts to appropriate staff.
Assist with correspondence and scheduling for the Executive Director, Deputy Director, General Counsel, Senior Compliance Officer, Compliance Investigator, and Compliance Officers.
Greet all incoming visitors.
Maintain robust office digital calendar.
Manage mail distribution.
Serve as Docket Clerk for ALJ Hearings, assist with maintaining files, and preparation of legal documents.
Organize and maintain paper and electronic files for the agency.
Archive documents as necessary.
Coordinate Open Records Requests and provide responses.
Assist users with accessing THE GUARDIAN SYSTEM (software reporting system) by unlocking accounts, providing usernames, and resetting passwords.
Download reports as they are filed and provide to Compliance Officers for review.
Coordinate hearing requests and fee payments with Compliance Officers.
Upload documents as required.
Compile packets of materials for Commissioners for regular and special meetings.
Reserve meeting rooms.
Coordinate with Secretary of State for meeting notices.
Provide notices of the Agenda for each meeting to the general public.
Maintain the official agency file for each meeting.
Prepare the room for meetings.
Participate in meetings by calling and recording the votes of Commissioners on motions.
Draft the minutes for meetings at the conclusion of each Commission meeting.
Create and maintain procedures for Executive Assistant tasks and provide to Senior Compliance Officer quarterly.
Monitor and organize supplies and notify Compliance Officer in charge of purchasing when supplies are necessary.
Coordinate with staff for purchase of supplies.
Maintain inventory files, add items, and coordinate disposal of surplus items.
Receive, post, and forward agency mail, faxes, and emails.
Arrange for agency mailings.
Backup the Compliance Officers and train Compliance Officers on Executive Assistant responsibilities.
Coordinate program dates and times for continuing education programs with the OEC Staff, schedule rooms, IT assistance and update flyers.
Collect payment and maintain/monitor invoices for continuing education programs.
Send announcements, reminders, and confirmation emails to public and/or attendees for continuing education programs.
Perform other tasks as assigned.