Administrative Assistant

Job Posting Title Administrative Assistant Agency

292 DEPT. OF ENVIRONMENTAL QUALITY

Supervisory Organization Environmental Quality–Water Quality 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 Hiring Rates: Level I - $47,216.00 Level II - $49,566.40 Job Description This position is located in the Water Quality Division - Public Water Supply Compliance Section in Oklahoma City. All applicants must be able to pass a background check and must be able to legally work within the United States. DEQ does not allow sponsorship for those on a H1B visa. This position requires in-office work Monday - Friday. There is no remote work allowed. Application Requirements All applicants must upload a resume, cover letter, references, and a transcript (if applicable) to be considered for this position. Basic Purpose Provide primary administrative support for the PWS Compliance Section. Provide administrative support to other staff, management, sections, and groups within the Water Quality Division, as needed, including rotational coverage of the divisional reception desk. Process, distribute, and track incoming and outgoing correspondence and enforcement documents to the appropriate internal and external customers. Coordinate and manage the preparation, review, and execution of enforcement documents. Scan and index documents into electronic document management systems (e.g., Onbase). Enter and track enforcement documents and actions into enforcement databases (e.g., SDWIS). Perform data entry and quality assurance tasks, run queries, and generate database reports. Advise and coordinate internal and external customers on and with program areas and activities. Interview callers, arrange appointments, and handle office details. Develop, maintain, and improve procedures for administrative functions. Train new and existing staff in administrative functions. Prepare and review invoices, requisitions, purchase orders, and purchase memos. Typical Functions Provide primary administrative support for the Public Water Supply Compliance Section. Provide administrative support to other staff, management, sections, and groups within the Water Quality Division, as needed, including rotational coverage of the divisional reception desk. Process, distribute, and track incoming and outgoing correspondence and other documents to the appropriate internal and external customers. Coordinate the review and mailing of documents. Scan and index documents into electronic document management systems. Enter and track documents and actions into databases. Perform data entry and quality assurance tasks, run queries, and generate database reports. Advise and coordinate internal and external customers on and with program areas and activities. Interview callers, arrange appointments, schedule meetings, and handle office details. Develop, maintain, and improve procedures for administrative functions. Train new and existing staff in administrative functions. Travel Requirements Administrative assistants must have reliable transportation within the OKC metropolitan area. Education and Experience Level I - Bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience. Level II - Those identified in level I plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience. Physical Requirements Administrative assistants must be able to operate a personal computer for long periods of time. Administrative assistants must be able to carry equipment or supplies of up to 25 pounds Special Requirements Administrative assistants must be able to handle confidential work. Other Information not included above: Administrative assistants must have knowledge of spelling, punctuation, and business English. Administrative assistants must have knowledge of business mathematics. Administrative assistants must have knowledge of modern office methods and procedures. Administrative assistants must have the ability to maintain complex records. Administrative assistants must be capable of learning the major policies and procedures governing assigned programs. Administrative assistants must be able to maintain effective working relationships with others. Administrative assistants must be able to interpret and handle routine matters in accordance with agency policies. Administrative assistants must be able to follow oral and written instructions. Benefits Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually. A comprehensive Benefit Package with a generous Benefit Allowance to offset the cost of insurance premiums for employees and their eligible dependents. Not all applicants will receive an interview. If you are selected to be interviewed, you will be notified by email. 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