Administrative Assistant I

Administrative Assistant I

This position provides high-level administrative, project, and specialized support to the Category Management team and its leadership. The Administrative Assistant manages critical administrative workflows related to procurement, legal review, and public posting requirements, ensuring efficient and compliant process execution using specialized systems (e.g., IronClad, PeopleSoft, statewide search websites). This role also executes standard executive administrative tasks and provides dedicated operational manpower for Category Management projects.

Position Responsibilities:

• Processes and manages contracts and legal documents, including accurately initiating and routing items to legal using the IronClad contract lifecycle management system.
• Executes essential procurement administrative functions, including creating and dispatching documentation (e.g., purchase orders, internal transfers) within the PeopleSoft system.
• Manages the public posting process for required documentation by uploading information and all necessary attachments to the designated statewide search website.
• Compiles and delivers final confirmation packets to the Category Manager and relevant personnel, detailing the successful completion and routing of legal, PeopleSoft, and public posting requirements.
• Provides comprehensive administrative support typical of an Executive Administrator, including scheduling, correspondence, file management, preparing meeting materials, and travel coordination.
• Serves as dedicated support and manpower for Category Management projects, assisting with research, data organization, coordination, and other project-related operational tasks.
• Other duties as assigned.

* Denotes Essential Function

Level I:

Performs routine administrative and clerical duties under direct supervision. Focuses primarily on learning the specific systems (IronClad, PeopleSoft) and established procedures for routing documents and data entry. Handles basic correspondence and scheduling. Performs a full range of specialized and general administrative duties independently. Executes all procurement-related system processes (IronClad, PeopleSoft, statewide website) with minimal supervision. May assist in training Level I staff and take on more complex administrative projects.

Education and Experience:

• An associate's degree in business administration, office management, or related field; and
• Two (2) years of general administrative or office support experience; or
• An equivalent combination of education and experience.

Knowledge/Skills/Abilities include:

• Basic office administration and filing systems.
• Microsoft Office Suite (Word, Excel, Outlook) and data entry accuracy.
• Procurement or contracting documentation processes.
• Ability to follow detailed instructions and learn new software applications quickly.
• Ability to manage multiple tasks simultaneously and maintain strict confidentiality.

Level II:

Handles complex administrative and project support tasks. Acts as a system expert for all procurement and legal routing platforms. Proactively identifies and implements process improvements. Provides extensive project support, potentially coordinating project timelines and resources for the Category Management team.

Education and Experience:

• A bachelor's degree in business administration, office management, or related field; and
• Two (2) years of experience in an administrative role, preferably supporting a corporate or specialized team (e.g., Procurement, Legal, Finance); or
• An equivalent combination of education and experience.

Knowledge/Skills/Abilities include:

• Category Management or strategic sourcing processes and the full lifecycle of contract management.
• Operating enterprise resource planning (ERP) or contract management systems (e.g., PeopleSoft, IronClad) and preparing professional business correspondence.
• Advanced functionality of IronClad, PeopleSoft, or similar systems; project coordination and complex calendar management.
• Ability to exercise excellent judgment, anticipate administrative needs, and work effectively with internal and external legal counsel and stakeholders.

Valued Skills and Experience:

• Direct experience using IronClad or a similar contract lifecycle management (CLM) system.
• Direct experience with PeopleSoft Financials or an equivalent ERP system for dispatching/purchasing.
• Previous experience supporting a procurement or strategic sourcing department.

Physical Demands and Work Environment:

This position works in a comfortable office setting with a computer for a large percentage of the work day. The noise level in the work environment is usually mild.

Other Duties:

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.

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.