Administrative Services Coordinator

Administrative Services Coordinator Salary - $51,000 Why You'll Love It Here! 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. Job Summary 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. Duties and Responsibilities 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 workspaces 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 Complexity of Knowledge, Skills, and Abilities Knowledge of: Procedures and techniques of business communications Spelling, punctuation, business English Modern office methods procedures and technologies, including computer technology related to accounting systems Skills in: Providing excellent customer service Active listening Exceptional attention to detail Verbal and written communication skills Organization Proficient in Microsoft Office programs Ability to: Prioritize assigned tasks requested from different leaders Accurately type at a rate of 40 words per minute; Be self-motivated, dependable, and professional; Be adaptable and flexible, even under stressful conditions; Be at ease working collaboratively and independently when required; Prepare documents, reports, and files for dissemination to external sources; Handle confidential work with tact and discretion; Exercise good judgment when interpreting and applying rules and policy; Establish and maintain working relationships with others. Minimum Qualifications Education and Experience requirements at this level consist of: A bachelor's degree in any field; OR an equivalent combination of education and/or experience, substituting one year of experience in a highly technical administrative or secretarial position, such as an office manager, executive assistant, or similar position, for each year of the required education Special Requirements Travel may be required for this position. Applicants may need to have reliable transportation and be willing and able to perform all job-related travel. Possession and maintenance of a valid Oklahoma State Driver's License may also be required. The primary work location will be on-site at the Oklahoma Tax Commission. Occasionally, telework may be requested based on the needs of the agency, division, and section. If applicable, the applicant must be willing and able to work on-site with occasional telework at an off-site location, generally in the applicant's home. To work remotely, an applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours. This position has access to Federal Tax Information (FTI) and is required to uphold the strictest standards of confidentiality as an essential part of its job responsibilities. This includes safeguarding all tax information obtained from records, files, tax returns, and departmental investigations, whether in paper, electronic, or verbal form. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. All offers of employment will be contingent upon successful completion of a fingerprint-based background check, reference check and federal and state tax compliance check. 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.