Administrative Services Coordinator

Administrative Services Coordinator

Salary - $51,000

Transparency. Fairness. Compliance. The Oklahoma Tax Commission is committed to leading Oklahoma with unparalleled customer service. Our mission is to promote tax compliance through serving taxpayers with transparency and fairness in administration of the tax code and unparalleled customer service. Check out our About Us page to learn why we are passionate about tax compliance and believe it is the career for you!

There are perks to working for the OTC. We know that benefits matter, and that is why we offer a competitive benefits package for all eligible employees:

• Generous state-paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• A Retirement Savings Plan with a generous match.
• 15 days of paid vacation and 15 days of sick leave for full-time employees the first year.
• 11 paid holidays a year.
• Paid Maternity leave for eligible employees.
• Employee discounts with a variety of companies and vendors.
• A Longevity Bonus for years of service.

The Administrative Services Coordinator (ASC) provides essential administrative support for an assigned floor within the Oklahoma Tax Commission (OTC). Responsibilities may include preparing correspondence and reports, maintaining filing systems, reviewing and processing forms and onboarding documents, and addressing employee inquiries. Additional duties may involve managing claims, requisitions, purchase orders, and invoices, scheduling meetings, assisting with new hire or interview processes, and other related administrative tasks.

The general functions of this position may include the following:

• Serves as the primary administrative support contact for an assigned floor or division and completes tasks or projects as requested by the division leadership and HR leadership
• Greets visitors, answers general inquiries and refers to appropriate staff member
• Manages conference room calendars; assists with the set-up and breakdown of conference room arrangements
• Screen phone calls, respond to general inquiries, and transfer callers to appropriate staff members
• Plans, organizes, and coordinates meetings, conferences, division activities and/or public hearings including the preparation of the agenda, the printing and preparation of documents, visuals or packets, recording the minutes and potentially transcribing confidential, technical or legal material, may coordinate the registration table at these events
• Opens, sorts, and distributes mail and serves as point-of-contact for all deliveries and pick-ups including shred bins, maintenance of copier/printer/scanner machines, etc.
• Completes travel claims process by calculating estimated costs for travel, arranging travel itineraries and accommodations, preparing and submitting travel claims for reimbursements and submitting the final expense report to Budget Manager
• Creates and maintains tracking logs and assists in report preparation and tracking
• Submits requisitions, printing jobs, business cards, and software clearance requests for the division or as needed
• Prepares work orders; reconciles billing statements
• Places orders and maintains inventory for office and kitchen supplies
• Develops and maintains confidential and/or complex, organized filing systems for both paper documents and e-files
• Schedules interviews, prepares interview packets and assists with HR and division-onboarding
• Light cleaning in the common areas, including the break room/kitchen, hallways, copy rooms and conference rooms
• As employees' schedules rotate, ASC verifies work spaces and common areas are left in acceptable condition for the next rotation
• Composes division-level correspondence on behalf of division leadership to be distributed to internal staff and external organizations or prepares official correspondence for supervisors' signatures as needed
• Supports other ASCs or their divisions as needed or for special administrative projects
• Serves as the safety coordinator for their floor
• Other similar duties as assigned

Additional duties may include the following based on the assigned division(s):

• Provides legislative support for the division by receiving calls from Legislators on complaints and questions and/or comments from the public to the agency
• Serves as designated administrative support staff for various Boards
• Maintains and organizes a file system for agency contracts, leases, and documents on utilities, equipment, and/or facilities and maintains the processes around specialized contracts
• Coordinates and maintains confidential information regarding records of criminal history investigations
• Reviews and approves facility security access requests for employees to receive building security badges

Knowledge of:

• Procedures and techniques of business communications
• Spelling,…