Secretary V

State of Oklahoma • Oklahoma City, OK

4d

About The Position

The Office of Juvenile Affairs is seeking a Secretary V to perform confidential secretarial duties for an agency official or administrator. The position may supervise administrative or clerical assistants and may be housed at any physical OJA location in Oklahoma. The role involves a broad range of office and administrative functions, including correspondence, communications, scheduling, travel arrangements, research, meeting records, legislative and budget support, and staff supervision.

The successful candidate will support OJA’s mission, vision, values, policies, confidentiality standards, and ethical standards. This role requires discretion, integrity, adaptability to changing timelines, multitasking, and effective collaboration with staff at all levels.

Requirements

• Six years of clerical office work, including three years as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience that includes three years in one of those roles.
• Knowledge of business communication procedures and techniques, spelling, punctuation, business English, office methods, computer operations, business arithmetic, public relations, and supervisory principles and practices.
• Ability to type accurately from plain copy at 50 words per minute.
• Ability to handle confidential work with tact and discretion, exercise judgment in interpreting and applying rules or policy, establish and maintain working relationships, and provide direction to technical or clerical employees.
• Ability to multitask, adapt to changing timelines, maintain confidentiality and privacy, and work effectively with others.
• Valid Oklahoma driver’s license for operating state-owned vehicles.
• Must pass OSBI and FBI background checks.
• A 12-month trial period is required.

Responsibilities

• Open, scan or read, and distribute mail; compose official correspondence for the supervisor’s signature and dispose of routine correspondence.
• Screen telephone calls, provide information or refer callers to appropriate staff, and answer inquiries.
• Receive visitors and answer inquiries or refer them to the appropriate official.
• Arrange conferences and meetings; maintain the supervisor’s calendar and advise of commitments.
• Arrange travel itineraries and accommodations, and prepare and submit travel claims and expense accounts.
• Research, assemble, and summarize material, information, and data for administrative board or commission consideration and action.
• Take and transcribe confidential, technical, or legal dictation requiring a high degree of accuracy; record and transcribe meeting and conference proceedings.
• Appear before legislative committee hearings, alone or with a supervisor, to present facts about agency programs, mission, or budget.
• Draft proposed legislation and propose budget items.
• Confer with administrators on staffing, budget, purchasing, contracts, or policy matters.
• Supervise administrative or clerical assistants.
• Support the agency’s mission, vision, values, standards, policies, procedures, confidentiality standards, and code of ethical behavior.
• Adapt to demanding and changing timelines, maintain discretion and confidentiality, and collaborate effectively with staff at all levels.

Benefits

• Generous state-paid benefit allowance to help cover insurance premiums.
• Choice of health insurance plans with no pre-existing condition exclusions.
• Flexible Spending Accounts for healthcare and dependent care expenses.
• Retirement savings plan with a company match.
• 15 days of vacation and 15 days of sick leave in the first year for full-time employees.
• 11 paid holidays per year.
• Employee Assistance Program.
• Longevity bonuses.
• Training opportunities and continuous learning and development for CEU requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed