Executive Assistant

Position Summary

The Executive Assistant is a full-time position that provides high level administrative support to the Oklahoma Ethics Commission. General duties include maintaining and organizing critical paper and digital records of the Commission, act as clerk for administrative hearings and public meetings, providing reception services, coordinating meetings, preparing correspondence and other designated duties.

The 5 member Ethics Commission has broad powers to establish rules for the ethical conduct of campaigns and of the public actions of state officials and employees. The voters of Oklahoma overwhelmingly approved SQ 627 adding Article 29 to the Oklahoma Constitution. This establishes the Commission’s function as a core government function and protects its continuity as a governmental entity. The Ethics Commission is located at the Oklahoma State Capitol Building.

Working office hours are 8:00 a.m.

-5:00 p.m., Monday-Friday.

Full time Job Type: Regular

• Executive Assistant to Executive Director, Deputy Director, General Counsel, Senior Compliance Officer, Compliance Investigator, and Compliance Officers: includes being first point of contact for phone calls and emails to the Commission, maintaining contacts journal, directing these contacts to appropriate staff person, and assisting with correspondence and scheduling.
• Greets all incoming visitors.
• Maintains robust office digital calendar.
• Manages mail distribution.
• Docket Clerk for ALJ Hearings, assists with maintaining files, and preparation of legal documents as instructed by General Counsel and/or Senior Compliance Officer (Correspondence, pleadings, exhibits, etc.).
• Organizes and maintains paper and electronic files for the agency in accordance with agency procedures. Archives documents as necessary in accordance with archives policy.
• Coordinate Open Records Requests and provide responses to requests.
• The Guardian System (software reporting system)
  • Assist users with accessing the System by unlocking accounts when needed, providing usernames, and resetting passwords.
  • Download reports as they are filed and provide to Compliance Officers for review.
  • Coordinate hearing requests and fee payments with Compliance Officers.
  • Upload documents as required.
• Compiles packets of materials for Commissioners for regular and special meetings; reserves meeting room; coordinates with Secretary of State for meeting notices, provides notices of the Agenda for each meeting to the general public and maintains the official agency file for each meeting. At the meeting, the clerk prepares the room for the meeting, participates in the meeting by calling and recording the votes of Commissioner’s on motions and drafts the minutes for meetings at the conclusion of each Commission meeting.
• Creates and maintains procedures for Executive Assistant tasks and provides to Senior Compliance Officer quarterly.
• Monitors and organizes supplies and notifies Compliance Officer in charge of purchasing when supplies are necessary and coordinates with staff for purchase of supplies. Maintains inventory files, adds items, and coordinates disposal of surplus items, as necessary.
• Receives, posts, and forwards agency mail, faxes, and emails in the ethics.gov email and arranges for agency mailings, as necessary.
• Backs up the Compliance Officers and trains Compliance Officers on Executive Assistant responsibilities.
• Coordinates program dates and times for continuing education programs with the OEC Staff, schedule rooms, IT assistance and update flyers, if needed. Collect payment and maintain/monitor invoices, Send announcements, reminders, and confirmation emails to public and/or attendees.
• Other tasks as assigned.

• Proficient in written business communications and correspondence, office methods and computer operations.
• Proficient in Adobe, Microsoft Office including, Outlook, Excel, Word, PowerPoint, and Publisher.
• Computer skills test required.
• Excellent communication skills with a diverse culture.
• Ability to handle multiple issues professionally.
• Present a professional appearance and positive attitude.
• Be a…