Administrative Assistant I

Oklahoma State Government•Oklahoma City, OK

17h

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. 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

Selected Applicants must pass a rigid character background investigation, polygraph examination, and a drug screen.
Must have associate’s degree, plus four years of technical clerical office work or an equivalent combination of education and experience.
Applicants must have a working knowledge of Microsoft Word and Excel.
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 is required to maintain effective working relationships with others
Ability to handle confidential work
Ability to interpret and handle routine matters in accordance with agency policy
Ability to follow oral and written instructions.
Ability to speak and write clearly and concisely in order to be understood by others virtually, over the phone, in person and in writing.

Responsibilities

Assist the Registrations Administration Programs Officer with Registrations
Preparing correspondence, developing, filing and maintaining registration files
Receive registration phone calls and answer questions regarding registration matters
Open registration mail
Review the applications for accuracy
Put payment information to the registration applications
Enter registration information into the registration data base
Scan documents and attach to registration records
Act as the primary back-up for front desk customer service
Perform other miscellaneous clerical duties as may be assigned by the Registration Officer
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.