Secretary

State of Oklahoma•Oklahoma City, OK

2d•Onsite

About The Position

This position is located in the Financial Crimes Unit located within the Special Investigations Unit in the Investigative Services Division in Oklahoma City, OK. Positions in this job family are assigned responsibilities for performing confidential secretarial duties for an agency official or administrator.

Requirements

Five years of clerical office work, including two years as an office manager, executive assistant or as a confidential secretary, or an equivalent combination of education including two years as an office manager, executive assistant or as a confidential secretary experience.
Knowledge of the procedures and techniques of business communications.
Knowledge of spelling, punctuation, and business English.
Knowledge of office methods.
Knowledge of computer operations.
Knowledge of business arithmetic.
Knowledge of public relations.
Ability to type accurately from a plain copy at a rate of fifty words per minute.
Ability to handle confidential work with tact and discretion.
Ability to exercise judgment in interpreting and applying rules or policy.
Ability to establish and maintain working relationships with others.
Ability to provide direction to other technical/clerical employees.
Successful applicants must be willing to submit to a drug screen, polygraph examination, psychological evaluation (commissioned positions only), and a thorough background investigation.
Certain events automatically disqualify an applicant, such as, felony conviction; admission of an undetected crime that, if known, would have been a felony charge; failure to pay federal or state income tax; positive confirmed drug urine test; illegal use of a controlled substance within certain time frames.

Responsibilities

Reviews investigative reports for grammatical errors and compliance with ACISS procedures and the OSBI Report Writing Manual. Once corrections that do not affect the content of the report are made, forwards the report to the region or unit lieutenant for review and approval. If corrections were needed that may affect the content of the report, sends the reports back to the reporting agent for review and correction.
Works closely with the captain and lieutenant of the assigned region or unit to prepare prosecutorial reports, investigative reports, receipts, and other documents for dissemination by the imposed deadlines to statutory requestors and/or other statutorily authorized recipients according to OSBI policy and procedure and state statute.
Makes transcripts when needed that are complete, accurate, and acceptable for court proceedings, promptly, with a minimum number of errors.
Responsible for the organization, security, maintenance, and confidentiality of records of the region or unit to ensure accessibility to authorized personnel upon request.
Ensures the region or unit maintains an adequate supply of office supplies on hand; coordinates repairs of office equipment as needed with internal and external sources; and other general office duties and assignments as needed.
Runs monthly queries through ACISS to ensure regional or unit statistics and required information is being captured and reported correctly.
Answers the region or unit telephone during regular business hours politely and professionally; greets the public and attempts to resolve requests or provide direction to the appropriate authority.
Receives initial telephonic requests for assistance from statutory requestors and promptly forwards said requests to the region or unit captain or lieutenant if the captain is unavailable for assignment.
Takes detailed telephone messages for region or unit personnel on OSBI business-related matters and promptly forwards said messages accordingly.
Opens, scans or reads and distributes mail; composes official correspondence for supervisor’s signature, disposes of routine correspondence.
Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries.
Receives visitors; answers inquiries personally or refers to appropriate official.
Arranges for special conferences and meetings; maintains supervisor’s calendar, advising of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account.
Independently researches, assembles and summarizes material, information and data for administrative board or commission 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.
Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, mission and/or budget; drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contracts and/or policy.
Supervises administrative or clerical assistants.