Administrative Specialist

Administrative Specialist

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.

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.

Position Responsibilities/Essential Functions:

• Answering telephone calls on a multi-line Call Center
• Greeting and directing guests
• Processing incoming mail and filing documents
• Backing up File Clerks as needed with sorting and delivering mail
• Maintaining onsite file rooms, moving computer equipment
• Making copies and scanning
• Handling check deposit processing.
• Being present in the office is an essential function of this job
• Other duties as assigned

Skills Required:

• Computers
• Typing
• Clerical
• Ten Key
• Data Entry
• Microsoft Suite (including Word, Excel, Outlook)
• Accounting

Other Duties:

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in team environment, participating and assisting their peers.

Minimum Qualifications:

Education 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.

Application Requirements:

• If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.
• All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

Valued Knowledge, Skills and Abilities:

Knowledge, 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.

Physical Demands and Work Environment:

Work is typically performed in an office setting with exposure to moderate noise levels. While performing the duties of the job, employees are required to talk, stand, walk, and reach with hands and arms; carry light items; drive an automobile. This position requires long periods of sitting and daily use of computers and phones. Applicants must be willing to perform all job-related travel associated with this position. Occasionally, in state overnight and weekend travel may be required. Being present at the office is an essential function of the job.

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.