Job Posting Title

Administrative Assistant I

Agency

477 OKLA. BUREAU OF NARCOTICS AND DANGEROUS

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.

Estimated Appointment End Date (Continuous if Blank)

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.

Job Description

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 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.

Typical Functions

The functions performed in this job family will vary by level, unit and organization, but may include the following:

·         To assist the Registrations Administration Programs Officer with Registrations,

·         Preparing correspondence, developing, filing and maintaining 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 and

·          Perform other miscellaneous clerical duties as may be assigned by the Registration Officer

• Participates in projects as team member or team leader
• Develops and implements special procedures
• Initiates correspondence requiring knowledge of agency or program procedures and policies
• Develops and maintains confidential or complex files
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
• Coordinates activities with internal and external customers
• Establishes educational and/or training programs
• Interviews callers, arranges appointments, and performs other office tasks and duties
• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff.
• Trains or mentors other staff.
• Supervises subordinate staff.  This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties. 

Level Descriptor

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.

Knowledge, Skills, Abilities and Competencies

required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs.  Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions. Also, the ability to speak and write clearly and concisely in order to be understood by others virtually, over the phone, in person and in writing.

Education and Experience

requirements at this level consist of a Bachelor’ degree or an Associate’s degree with a 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.

Special Requirements

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

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.

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

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact