Standards Division Administrative Assistant

Job Posting Title Employment Standards Division Administrative Assistant Agency 405 DEPARTMENT OF LABOR Supervisory Organization Department of Labor–Employment Standards Division 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. Estimated Appointment End Date (Continuous if Blank) Full/Part-Time Full time Job Type Regular Compensation $45,500.00

Job Description Basic Purpose The Oklahoma Department of Labor (ODOL) is seeking a highly professional, organized, and reliable Administrative Assistant II to join the Employment Standards Division (ESD). Positions in this job family are assigned responsibilities for providing comprehensive administrative and clerical support to program areas and staff, serving as the primary administrative point of contact for the public, and managing case records and files.

At this full performance level, the incumbent will maintain wage claim records, interview callers and visitors, process formal correspondence and pleadings, and help deliver efficient, customer-focused public service in accordance with state and federal labor laws.

Interview callers and visitors promptly and courteously; determine whether matters fall within the jurisdiction of the Employment Standards Division; provide blank wage claim forms and guidance on completion and submission; and refer out-of-jurisdiction inquiries to appropriate agencies without offering legal advice. Maintain responsive phone coverage, returning voicemail messages no later than the next business day.

Review, organize, and assemble wage claim investigative files, ensuring high quality, accuracy, and completeness with no significant deficiencies. Promptly enter detailed database remarks, including mailing methods, tracking information, legal notices, pleadings, and delivery receipts.

Execute timely and accurate electronic storage and imaging of wage claims upon completion and closure; maintain physical hard-copy storage and archives in strict compliance with ODOL records retention and disposition schedules.

Prepare, review, edit, and transmit administrative correspondence, certified mailings, and legal documents. Ensure all written documents uphold high standards of business English, grammar, spelling, and punctuation without typographical errors. Assist Labor Compliance Officers (LCOs) and staff with document scanning, clerical workflows, and operational projects.

Develop, maintain, and apply functional working familiarity with governing labor statutes and rules, including the Oklahoma Employment of Women and Children Act (40 O.S. §§ 71-89), the Protection of Labor Act (40 O.S. §§ 165.1-167.11), Oklahoma Administrative Code Chapters 16 & 30, and the federal Fair Labor Standards Act (FLSA, 29 U.S.C. §§ 201-209).

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. This is the full performance level where duties and responsibilities assigned are at the full performance level. Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control…