Administrative Assistant

Agency: 477 OKLA. BUREAU OF NARCOTICS AND DANGEROUS

Job Posting

Title:

Administrative Assistant I

Supervisory Organization: OK Bureau of Narcotics DIV/DIV

Job Posting End Date:
Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note:

Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Full/Part-Time:
Full time

Job Type: Regular

Compensation: $3,539.81 monthly. Selected Applicants must pass a rigid character background investigation, polygraph examination, and a drug screen.

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.

• Assist the Registrations Administration Programs Officer with Registrations
• Prepare correspondence, develop, file and maintain 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
• Participate in projects as team member or team leader
• Develop and implement special procedures
• Initiate correspondence requiring knowledge of agency or program procedures and policies
• Develop and maintain confidential or complex files
• Interpret and advise internal and external customers on departmental or program rules, regulations, and laws
• Administer, prepare, or oversee administrative operational functions such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
• Represent agency, supervising official, or program area at meetings, conferences, or civic organizations
• Coordinate activities with internal and external customers
• Establish educational and/or training programs
• Interview callers, arrange appointments, and perform other office tasks and duties
• Utilize advanced technological equipment and data processing equipment to provide requested information to internal and external customers; review coded and uncoded source documents; edit documents and reports; examine and verify reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolve discrepancies and refer complex discrepancies to appropriate staff
• Train or mentor other staff
• Supervise subordinate staff, including an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others. 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.

Required:

knowledge of spelling, punctuation, business English; business mathematics; modern office methods and procedures; maintenance of complex records; major policies and procedures. Ability: maintain effective working relationships, handle confidential work, interpret and handle routine matters, follow oral and written instructions, speak and write clearly and concisely.

Requirements:
Bachelor’s or Associate’s degree with minimum of two years of technical clerical office work. Preference given to applicants with degrees and experience in technical office work. Applicants must also have a working knowledge of Microsoft Word and Excel.

Selected Applicants must pass a rigid character background investigation, polygraph examination, and a drug screen.

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.