Administrative Assistant II

Administrative Assistant II

Agency: 477 OKLA. BUREAU OF NARCOTICS AND DANGEROUS

Supervisory Organization: OK Bureau of Narcotics ADM/ADM

Job Type: Regular

Compensation: $50,000 - $60,000 Annually. Salary will be determined by Director in accordance with experience. Selected applicants must pass a rigid character and background investigation, a polygraph examination and 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, and performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Typical Functions

The functions within this job role will vary but may include the following:

• Responsible for purchases utilizing the state's purchase card and reconciliation of purchase card transactions
• Responsible for travel coordinator duties including but not limited to lodging, airline, and rental car arrangements along with processing travel claims and expense receipts
• Participates in projects as team member or team leader
• 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
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
• Coordinates activities with internal and external customers
• Utilizes financial programs to provide requested information to internal and external customers; reviews financial funding and 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
• Assist other positions within the Fiscal/HR Division

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. 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 and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services.

Knowledge, Skills, Abilities and Competencies

Requirements at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; establishing and maintaining records; and major policies and procedures governing assigned programs. Knowledge of the Oklahoma Central Purchasing Act, OMES Central Purchasing Division Rules, Policies, & Procedures, State of Oklahoma Policy and Procedures for Purchase Card, as well as internal agency policies and procedures is preferred.

Requirements at this level include skill and ability to establish and maintain effective working relationships with internal and external partners, customers, and staff; strong communications via phone and in-person; effectively resolve billing and accounting issues; maintain confidentiality; and interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form.

Education and Experience

Education and Experience requirements at this level consist of a bachelor's degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Special Requirements

Selected applicants must pass a rigid character and background investigation, a polygraph examination and 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.