Administrative Assistant

Job Posting Title

Administrative Assistant

Basic Purpose

Positions in this job family are assigned responsibilities for providing administrative and operational support to program areas and agency leadership. This position supports day-to-day office operations, travel coordination, purchasing support activities, meeting, training and event logistics, records management, and communication with internal and external partners. Responsibilities may include maintaining records, preparing correspondence and reports, coordinating travel and meetings, supporting purchasing and invoice-related processes, and assisting with operational activities in accordance with agency and state policies and procedures.

Typical Functions

The functions performed in this position may include, but are not limited to, the following:

• Provides administrative and operational support to program staff, leadership, committees, and special initiatives.
• Coordinates office operations and administrative activities to support efficient program and agency functions.
• Provides administrative support for correspondence, reports, meeting materials, and other departmental communications.
• Organizes and maintains confidential and program-related files and records.
• Supports communication and coordination with internal and external partners, vendors, stakeholders, and the public.
• Schedules meetings, coordinates calendars, arranges appointments, and prepares meeting materials and documentation.
• Assists with planning and coordination of meetings, trainings, conferences, and special events, including logistical support and vendor coordination.
• Coordinates travel arrangements for staff, board members, and partners, including booking flights, hotels, conference registrations, and transportation arrangements.
• Assists the Business Manager, Program Manager, and program staff with administrative and fiscal support activities in accordance with agency and state policies and procedures.
• Supports purchasing and travel-related processes, including preparation of requisitions, purchase requests, travel documentation, conference registrations, invoice packets, and related administrative forms.
• Assists with p-card purchasing activities, reconciliation documentation, receipt collection, and record maintenance in compliance with agency and OMES requirements.
• Assists with tracking invoices, payments, purchasing documentation, and travel-related records to support program and agency operations.
• Coordinates with agency fiscal staff, vendors, and external partners regarding travel logistics, purchasing documentation, invoice processing, and administrative follow-up items.
• Maintains organized administrative, purchasing, travel, and financial support records and files.
• Assists in preparing reports, presentations, spreadsheets, correspondence, and other administrative materials.
• Reviews administrative documents and reports for completeness and accuracy and refers discrepancies or questions to appropriate staff as needed.
• Utilizes computer software, databases, and technological systems to maintain records, track information, and provide requested information to staff and stakeholders.
• Responds to inquiries from internal and external customers and provides information regarding agency programs, services, meetings, and activities.
• Participates in projects, process improvement activities, and special assignments as needed.
• May train or provide guidance to administrative support staff.

Level Descriptor

This is the full performance level where employees perform a variety of administrative and operational support duties requiring independent judgment, organization, attention to detail, and knowledge of agency procedures and state processes. Employees are expected to establish and maintain positive working relationships, respond to inquiries in written and oral form, coordinate administrative activities, and support the effective delivery of agency services. Work may include editing and auditing reports and administrative documents for accuracy, maintaining records, coordinating travel and meeting logistics, supporting purchasing-related processes, and participating in projects to improve office efficiency and operational effectiveness.

Knowledge, Skills, Abilities, and Competencies

Knowledge, Skills, and Abilities required at this level include:

• Knowledge of modern office methods, administrative procedures, and business communications.
• Knowledge of purchasing support processes, travel coordination, records management, and general office procedures.
• Knowledge of business English, spelling, punctuation, and basic mathematics.
• Knowledge of Microsoft Office applications and other office technology systems.
• Ability to organize and prioritize multiple assignments and deadlines.
• Ability to establish and maintain effective working relationships with internal and external partners, customers, vendors, and staff.
• Ability to perform confidential work and maintain confidentiality.
• Ability to interpret and apply agency and state policies and procedures.
• Ability to review and process administrative and support documentation with accuracy and attention to detail.
• Ability to communicate effectively in written and 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, fiscal support, or general office work, or an equivalent combination of education and experience.

Special Requirements

• Some in-state and out-of-state travel may be required.
• May require proficiency in typing, keyboarding, and use of office technology systems.
• May require use of state purchasing, travel, and financial systems.
• May require possession and use of a state-issued purchasing card (p-card) in accordance with agency and OMES policies.

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.