Administrative Assistant I

Compensation

Job Description

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.

• 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.

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Special Requirements

Applicants must be willing and able to perform all job-related travel normally associated with this position, possess a valid Oklahoma driver’s license at time of appointment and be willing to be on-call twenty-four hours a day, seven days a week. The Office of Juvenile Affairs has determined that some positions in this job family are safety sensitive as defined by 63 O.S. § 427.8.

Must be able to pass background check and drug screening.

A trial period of 12 months will be required.

** Please call the Service Desk at 405-521-2444 if you have issues with accessing your Workday account.

**For additional information/questions regarding the job posting, benefits and additional career opportunities, please contact Sheryl Liepins at 405.620.6495 or sheryl.liepins@oja.ok.gov **

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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