Registrar Assistant

Oklahoma State Government•Oklahoma City, OK

15h

About The Position

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks. The functions performed in this job family will vary by level, unit and organization, but may include the following: Participates in projects as team member or team leader Develops and implements special procedures Initiates correspondence requiring knowledge of agency or program procedures and policies Develops and maintains confidential or complex files Interprets and advises internal and external customers on departmental or program rules, regulations, and laws Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties Represents agency, supervising official, or program area at meetings, conferences, or civic organizations Coordinates activities with internal and external customers Establishes educational and/or training programs Interviews callers, arranges appointments, and performs other office tasks and duties Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff. Trains or mentors other staff. Supervises subordinate staff . This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties . At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.

Requirements

Knowledge of spelling, punctuation, and business English
Knowledge of business mathematics
Knowledge of modern office methods and procedures
Knowledge of the maintenance of complex records
Knowledge of the major policies and procedures governing assigned programs
Ability to establish and maintain effective working relationships with others
Ability to perform confidential work and maintain confidentiality
Ability to interpret and complete routine matters according to agency policies and procedures
Ability to follow oral and written instructions
Bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience

Responsibilities

Participates in projects as team member or team leader
Develops and implements special procedures
Initiates correspondence requiring knowledge of agency or program procedures and policies
Develops and maintains confidential or complex files
Interprets and advises internal and external customers on departmental or program rules, regulations, and laws
Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
Coordinates activities with internal and external customers
Establishes educational and/or training programs
Interviews callers, arranges appointments, and performs other office tasks and duties
Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers
Reviews coded and uncoded source documents
Edits documents and reports
Examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff
Trains or mentors other staff
Supervises subordinate staff
Coordinates internal and external activities of the organization or program
Responds to routine inquiries in both written and oral form
Performs routine fiscal duties
Completes routine customer service requests from internal and external customers