Administrative Assistant I/II

Job Posting Title
Administrative Assistant I/II

Agency
400 OFFICE OF JUVENILE AFFAIRS

Supervisory Organization
400 COJC Administrative Programs

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

Job Description
A Career with Purpose

The Office of Juvenile Affairs (OJA) is searching for an Administrative Assistant to join our team at Central Oklahoma Juvenile Center in Tecumseh, Oklahoma. This position requires knowledge of modern office methods and procedures and the ability to handle confidential work. We encourage those with administrative support and technical clerical experience to apply.

Basic Purpose

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, and performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Key Responsibilities

The 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 leader.
  
• Develops and implements special procedures.
  
• Initiates correspondence requiring knowledge of agency or program procedures and policies.
  
• Develops and maintains confidential or complex files.
  
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
  
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties.
  
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.
  
• Coordinates activities with internal and external customers
  
• Establishes educational and/or training programs.
  
• Interviews callers, arranges appointments, and performs other office tasks and duties.
  
• Utilizes 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.
  

Other Duties

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, confidentiality standards, and the code of ethical behavior.
  
• Ability to multi-task and adapt to demanding and changing timelines.
  
• Ability to maintain a high degree of discretion, integrity and sensitivity to confidentiality and privacy.
  
• Ability to work effectively in a team environment while building strong relationships with all levels of staff and effectively collaborating, communicating, respecting, and assisting peers.
  

Compensation

• Annual Salary: $37,353
  

Level Descriptor

Levels 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.

This is the full performance level where duties and responsibilities assigned are at the full performance level. Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; establishing and maintaining records; and major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with internal and external partners, customers, and staff; perform confidential work and maintain confidentiality; and interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form.

Minimum Qualifications

Education and Experience requirements at this level consist of a bachelor's degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Special Requirements

• Must be willing fulfill any job-related travel normally associated with this position and possess a valid Oklahoma driver's license for operating state-owned vehicles.
  
• Must be able to pass OSBI and FBI background check.
  
• A trial period of 12 months will be required.
  

The Office of Juvenile Affairs has determined that some positions in this job family are safety sensitive as defined by 63 O.S. § 427.8.

Why You'll Love It Here!

HOPE. COMPASSION. COMMITMENT. As a Hope-centered agency the Oklahoma Office of Juvenile Affairs (OJA) strives to provide Oklahoma youth and families with the resources and support they need to reach their full potential. Our mission is to collaborate with youth, families, and community partners to create pathways for success through prevention and treatment for all Oklahoma Youth. Check out why we are passionate about juvenile affairs and believe it is the career for you!

Extensive Benefits: We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

• Generous state paid benefit allowance to help cover insurance premiums.
  
• Comprehensive Health Coverage: A wide choice of health insurance plans with no pre-existing condition exclusions.
  
  

• Flexible Spending Accounts: Options for healthcare and dependent care expenses.
  
  
• Retirement Savings Plan: With a generous company match to help secure your future.
  
  

• 15 days of vacation and 15 days of sick leave the first year for full time employees.
  
• 11 paid holidays a year.
  

• Employee Assistance Program: Support when you need it.
  
  

• Longevity Bonuses: For years of dedicated service.
  
  

• Training Opportunities: Continuous learning and development for CEU requirements.
  
  

About Us: Our vision is that all Oklahoma youth and families have the resources and supports they need to reach their full potential. We collaborate with youth, families, and community partners to create pathways for success through prevention and treatment for all Oklahoma youth.

Ready to make a difference? Apply today and help change the lives of Oklahoma's most at-risk youth!

The State of Oklahoma is an equal opportunity employer

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.

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