Administrative Assistant

Administrative Assistant

The Administrative Assistant for the Office of Literacy Policy and Programs provides proactive, customer-focused support to division leadership and team members by expertly managing schedules, coordinating travel, handling correspondence, and maintaining organized records and files. This role requires strong proficiency in MS Office, exceptional organizational and time management skills, and the ability to manage sensitive information with complete confidentiality. The Administrative Assistant ensures smooth daily operations by assisting with special projects, office supplies, and delivering high-quality service through professionalism, adaptability, and effective problem-solving.

Please note: This role requires full in-person attendance, with no options for remote work, telecommuting, or hybrid arrangements. The nature of this position necessitates a consistent in-person presence, and candidates should be prepared to fulfill all responsibilities on-site at the designated workplace in Oklahoma City, Oklahoma.

Essential Functions

• Knowledge & Expertise: Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Excellent organizational and time management skills. Ability to handle sensitive information with the utmost confidentiality. Adaptability and willingness to learn new tools and processes. Strong problem-solving skills and a can-do attitude. Professionalism and a passion for delivering exceptional customer service. Strong problem-solving skills and a proactive attitude.
• Schedule appointments: responsible for scheduling appointments, meetings, and events for division leadership and other team members.
• Document Management: Create, format, and edit various documents, reports, and correspondence as needed. Organize and maintain electronic and physical files to ensure easy retrieval.
• Travel Coordination: Assist in making travel arrangements for team members, including flights, accommodation, and transportation. Prepare travel claim documents.
• Data Entry and Record Keeping: Accurately input data into company systems and databases. Maintain and update records.
• Office Supplies and Inventory: Monitor and manage office supply levels, placing orders as necessary. Assist with tracking inventory and replenishing stock.
• Collaborative Support: Assist various teams with special projects and tasks as assigned. Coordinate with other administrative staff to ensure seamless operations.
• Manage correspondence: responsible for managing incoming and outgoing correspondence, including email, letters, and phone calls.
• Customer-centric approach: A genuine desire to meet the needs of others, providing exceptional support and service to both customers and team members.

Minimum Qualifications

• Associate's degree in business, education or related field;
• Three (3) years of clerical or office experience;
• Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.

Special Requirements

• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship;
• Successful completion of a pre-employment background check;
• Must possess a valid driver's license from a U.S. state or territory to perform necessary job-related travel.
• Less than 10% in-state/out-of-state travel may be required.

Physical Demands and Work Environment

Location: Oliver Hodge Building, Oklahoma City, Oklahoma

Physical Demands include:

o Ability to stand, reach, and bend 50% of the time;

o Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time;

o Ascends/descends stairs 25% of the time;

o Ability to lift to 25 lbs.

Cognitive Requirements:

o This role requires clear and accurate communication, strong analytical skills, and the ability to evaluate information and make timely decisions.

o Sustained focus and attention to detail are essential, along with memory retention of policies, procedures, and facts over various time frames.

o Adaptability and mental flexibility are also necessary to handle changing information, work conditions, and unexpected challenges.