Administrative Assistant

Position: Administrative Assistant I

Join to apply for the Administrative Assistant I role at Oklahoma Indigent Defense System

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

Job Posting Title

Administrative Assistant I

Agency

635 COMM. ON CONSUMER CREDIT

Full/Part-Time

Full time

Job Type

Regular

Compensation

Starting Salary: $45,000 annually

Basic Purpose

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 providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions.

Typical Functions

• This role is the first impression of our organization; a pleasant, approachable disposition is required.
• Works collaboratively with another Administrative Assistant to share responsibilities, to ensure front office coverage at all times, and to offer consistent support for the team.
• Responsible for processing daily deposits in accordance with established procedures, ensuring accuracy and timeliness to support downstream team operations.
• Answers and routes incoming phone calls in a courteous and professional manner; asks appropriate clarifying questions to determine caller needs, directs callers to appropriate online resources, and ensures all messages are accurately relayed to the correct department.
• Offers support to the supervisor and upper management by assisting with special projects as assigned, demonstrating flexibility, attention to detail, and the ability to meet deadlines.
• Brings a high level of attention to detail and personal accountability, working independently, double checking work, and taking initiative to ensure tasks are completed accurately and on time.
• Supports overall office operations by maintaining and organizing supply cabinets and shared kitchen space, performing routine upkeep tasks with a positive, team-oriented attitude, and alerting the supervisor when items require replenishment.
• Maintains a high level of communication, proactively clarifying expectations, confirming details, and sharing updates to support effective coordination and ensure accuracy.
• Highly reliable and committed, consistently present and punctual, takes ownership of responsibilities, and approaches work with care and dedication.

Knowledge, Skills, Abilities and Competencies

Knowledge of spelling, punctuation, and business English; business mathematics; modern office methods and procedures; maintenance of complex records; and major policies and procedures governing assigned programs. Knowledge of Microsoft Office 365 applications, working knowledge of Excel and Microsoft Word, and knowledge of Adobe Acrobat Pro and Adobe platforms.

Ability 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

Four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Preference

Candidate should have a minimum of 2 years of administrative experience in a front office setting.

Special Requirements

Typing or keyboarding at a rate of 50 words per minute from printed copy with limited errors/no errors.

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.

Agency Contact

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

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