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Administrative Assistant II

Recruitment #190920-UNCE-496

Introduction

APPLICATION INSTRUCTIONS:

How to Apply: On board state employees with the Oklahoma Military Department:

Contact Shaleen Varner at Shaleen.l.varner.nfg@mail.mil  or Fax: 405-606-7262.

All other applicants follow online process below.

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This position is located at Camp Gruber Training Center in Braggs, OK.

Basic Purpose:
Positions in this job family are assigned responsibilities for providing administrative support for program areas and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official.  This may include supervising an administrative or clerical unit, responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities.  It may also include responsibility for supervising an assigned staff of administrative technicians in performing duties involving the processing of applications for various types of permits or licenses, maintaining various records, preparing correspondence or other materials, and similar activities.

Essential Functions:
• PRIDE database input of work orders, equipment life-cycle to include monitoring and reports as requested by the Facility Manager.  Perform routine filing. Runs various queries and reports as requested by the directorate. PRIDE training required for duties.
• Installation Status Report (ISR) Manager responsible for the input of all reports into the ISR database. Notify supervisors of facilities to be evaluated and reported. Ensure all reports are submitted on time and are accurate. ISR training required for duties.
• Maintains state owned vehicle logs and reports assigned to Facility Engineering Shop. Coordinate with Camp Gruber mechanic to ensure state owned vehicles are serviced regularly as per the manufacturer’s requirements. Sends notification and reminders to managers to service state owned vehicles.
• Tracks and documents all new equipment purchases and warranty logs.
• Orders equipment and general office supplies. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; verifying receipt of supplies.  Aids in resolving administrative problems by coordinating preparation or reports, analyzing data, and identifying solutions
• Maintains professional and technical knowledge by attending classes; educational workshops; reviewing professional publications; establishing personal networks. Attends facility maintenance branch meetings; briefs attendees as required.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Knowledge, Skills and Abilities:
*Strong skills and ability to analyze data from various sources.
*Strong computer skills and ability to manage several varying databases with differing front-end data input interfaces.
*PC proficiency is essential (Windows environment) and strong working knowledge Excel is preferred.  Organizational skills using computers as a filing system as well as hard document file management.
*Working knowledge of resource management at the federal and state level.  Working knowledge of the federal accounting and budget process, the distribution and allocation of federal funds, requirements based funding, master and military construction cooperative agreement management, the military construction funding process, and the state resource management process.
*Knowledge of electronic databases and how to input and retrieve data through prepared reports.
*Ability to analyze data and distill information into a simple and presentable format to the Construction Maintenance Administrator of Building Maintenance and Roads and Grounds section.

Education and Experience:  
Five years of technical clerical office work or an equivalent combination of education and experience.  Preferred experience: Working knowledge of computers (Windows-Based environment) along with Microsoft Office Suite with emphasis on Excel, Outlook, Word, and SharePoint. 

Knowledge of Planning Resource for Infrastructure Development and Evaluation (PRIDEWeb) System.

Physical Requirements:
• The work is primarily sedentary
• Require limited physical ability (able to lift/carry a minimum of 15 pounds)

Benefits
This is an unclassified state position with full state retirement and insurance benefits, including health, dental, life, and disability insurance for the employee. The employee receives a benefit allowance to assist with insurance cost.  Annual leave of 10 hours per month and sick leave of 10 hours per month begin accruing immediately.

Conditions of Employment:
• Unclassified service as an employee at will
• Contingent on a favorable NCIC/OSBI background check
• Contingent on passing a pre-employment drug & alcohol screening
• T1 security clearance and computer access (eligibility for national security positions shall be granted only to persons who are U.S. citizens)
• FLSA non-exempt status
• Must maintain a valid driver’s license
• Tobacco and Vape free facility

Location
This position is located at Camp Gruber Training Center in Braggs, OK.

Employment eligibility verified through e-Verify (Homeland Security), and a National Agency Check for positions that require computer access.  This position requires travel in and out of state with overnight stays.  Travel may be required at the expense of the employee to be reimbursed within 45 days of travel.

State of Oklahoma properties are smoke-free and vape-free therefore, the use of any and all tobacco products including, but not limited to, cigarettes, pipes, smokeless tobacco, other tobacco products, electronic cigarettes/vaping devices or any other product packaged for smoking or the simulation of smoking (regardless of nicotine content) is prohibited on all State properties.

THE STATE OF OKLAHOMA IS AN EQUAL OPPORTUNITY EMPLOYER.

NOTES

Please read instructions carefully and include all required documents when you submit your application.

No additional information will be accepted after the application has been submitted.

Conclusion

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



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