Administrative Assistant II

Administrative Assistant II

Agency: 585 DEPARTMENT OF PUBLIC SAFETY

Supervisory Organization: Dept. of Public Safety

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: $47,000/annual

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.

Typical Functions

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Independently prioritized tasks and perform as the office administrator of the assigned office headquarters (Troops: SO, BT, ESU, and Evidence).
• Responsibilities include, but are not limited to: Prepare, track process, submit, and archive documents in a timely manner with a high degree of accuracy.
• Priority emphasis regarding mastery and time sensitive processing for Troop specialized program documents; data entry; criminal and traffic case records; evidence processing; lab analysis reports; and court related document processing.
• Maintain a collaborative and cooperative rapport with internal and external contacts to achieve agency goals.
• Coordinate with external agency resources regarding evidence processing, handling, storage, and returns with impeccable attention to detail, accuracy and accountability.
• Additional duties include processing/maintaining records of human resource documents and forms (IE: personnel and injury information); Troop Organizational Chart updates; evidence entries; as well as other special emphasis documents or reports as assigned for administrative use by the Troop, Division, Zone Command, and/or other agency personnel.
• Assist assigned Troop personnel and other agency members with tasks and assignments to create and maintain a professional cooperative work environment.
• Work effectively with others to resolve common issues or problems utilizing established agency policies.
• Manage Troop spending with the Troop Commander. Implement budget strategy and work with other administrative personnel on complex currency issues unique to the SO Troop.

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.

Education and Experience

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

Successful candidates will have experience with complex data tracking and organization. The ideal candidate will be able to demonstrate the ability to multitask and develop systems to streamline special statistical data.

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.