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Executive Assistant

Recruitment #190514-UNCE-243

Introduction

APPLICATION INSTRUCTIONS:

To be considered, submit a resume with cover letter to:
Jane Mitchell, Chief Operations Officer
jmitchell@oac.ok.gov (405) 604-6901
BEFORE 5:00 pm on Tuesday May 28, 2019

________________________________________________________

BASIC PURPOSE:
Under the direct supervision of Chief Operations Officer this position provides professional administrative and technical clerical support for the Director and Staff. The Executive Assistant will perform duties that include but are not limited to the essential job duties set forth below. Independent judgment is required to plan, prioritize and organize a diversified workload.

TYPICAL FUNCTIONS:
• Serves as the receptionist at the front desk to greet and screen office visitors and direct to appropriate area of personnel as required.
• Answers and screens all incoming calls; arranges conference calls; provides information to staff, other state agencies, and the general public regarding functions of the Commission; or directs call to appropriate personnel or department.
• Schedules, organizes and coordinates complex activities such as meetings, speaking engagements, travel, conferences and activities for the Director.
• Monitors the Director's email and responds to inquiries sent to him and posts all appointments to the Director's calendar.
• At times, will prepare drafts of general correspondence, e-mails, memorandums and assist in preparation of presentation materials for meetings and speaking engagements for the Director.
• Make travel arrangements for staff, along with arranging and coordinating travel schedule and reservations for the Director including preparing and filing his travel claims.
• Organizes and maintains a filing system for the Director; files correspondence and records relating to office functions.
• Receive, open and distribute all incoming mail.
• State PCard holder and perform the duties associated with being a PCard holder.
• Receive and process all incoming windsock and chart orders.
• May conduct basic research, create and develop information for visual presentations for the Director as needed.
• Proofread for spelling, grammar and layout and makes appropriate changes. Responsible for accuracy and clarity of final documents which may be in Word, Adobe PDF, Excel, PowerPoint or other similar applications.
• Schedule staff members’ use of agency vehicles (includes arranging auto maintenance, cleaning and reporting).
• Maintain copier and other office equipment.
• Order office supplies, accept delivery of office supplies.
• Perform business-related errands for the agency.
• Receipt incoming checks and prepare deposit slips.
• Assist with other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:
Strong computer skills including Microsoft Word, Excel, and PowerPoint. Ability to handle confidential information with utmost discretion. Punctuality, good organizational skills and the ability to multi-task. Skill in business communications, including grammar, punctuation, and spelling. Ability to establish and maintain effective working relationships with other employees and the public; to exercise tack, courtesy and initiative. Ability to interpret and handle routine decisions in accordance with agency policy and to follow oral and written instructions. Conscientious commitment and willingness to provide courteous, consistent, efficient service through the performance of the prescribed job duties. Professional appearance and presentation essential.

EDUCATION AND EXPERIENCE:
Bachelor's degree in Public or Business Administration or closely related field (official transcript(s) required) OR 4 years of experience in a secretarial, clerical or office assistant position. An equivalent combination of education and experience may be substituted in lieu of a degree.

SALARY ($40,000-$42,500)
The starting salary will be commensurate with level of education and work experience.

Conclusion

Veteran’s preference points apply only for initial appointment in the classified service.



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