Administrative Assistant

Administrative AssistantPosition Title: Administrative Assistant IDepartment: OperationsDivision: 7Report to: Road Maintenance SupervisorFLSA Status: Non-ExemptLocation: Chickasha, OKBasic PurposePositions 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 FunctionsThe functions performed in this job family will vary by level, unit and organization, but may include the following:Participates in projects as team member or team leaderDevelops and implements special proceduresInitiates correspondence requiring knowledge of agency or program procedures and policiesDevelops and maintains confidential or complex filesInterprets and advises internal and external customers on departmental or program rules, regulations, and lawsAdministers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal dutiesRepresents agency, supervising official, or program area at meetings, conferences, or civic organizationsCoordinates activities with internal and external customersEstablishes educational and/or training programsInterviews callers, arranges appointments, and performs other office tasks and dutiesUtilizes 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 DescriptorLevels 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 CompetenciesKnowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs. Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.Education and ExperienceEducation and Experience requirements at this level consist of a bachelor's degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.Special RequirementsSome agencies may require frequent job-related travel for certain positions.Some agencies may require typing or keyboarding at a rate of 50 words per minute from printed copy.Some agencies may require a specific bachelor's degree or college hours.Some agencies may prefer a candidate with a specific bachelor's degree or college hours.Equal Opportunity EmploymentThe 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.