Administrative Assistant

Recruitment #201119-UNCE-397

Introduction

 

APPLICATION INSTRUCTIONS:

All applicants meeting the minimum requirements should submit their application directly to HCM and include the items below.

1. Resume  with years of experience
2. College transcript if applicable
3. If applicant is a current State employee or a previous State employee eligible to be reinstated, provide last two years of PMPs and a current leave balance.
4. List of references (minimum of two)

Please be aware if you are currently a classified employee you will be required to resign from classified service to accept a hiring offer to the unclassified service.
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Located in the Environmental Complaints and Local Services Division in the On-site and TRL Section in the Oklahoma City office.

Major Job Duties:
1. Process and manage lease agreements, renewal agreements, and space requests for the division in accordance with the Procurement, Inventory Control Procedure and Internal Purchasing Procedures APM and ECLS requirements.
2. Serve as the division’s purchasing representative completing orders for equipment, services, and supplies in accordance with the Procurement, Inventory Control Procedure and Internal Purchasing Procedures APM and ECLS requirements.
3. Maintain inventories of field and office equipment as well as oversee the processing of surplus office equipment in accordance with all applicable policies.
4. Process and manage travel claims for all ECLS staff and serve as the division’s representative to DEQ Finance for travel related topics
5. Process and manage Total Retention Lagoon Bypass Reporting for all facilities.  This position is the primary contact for reporting and is responsible for the intake and documentation for this statewide program.

Special Requirements
The applicant must be able to lift twenty-five (25) pounds independently and should be capable of standing for extended periods of time as required to perform the assigned duties.  The applicant may occasionally be required to work after hours to address emergency issues that arise.

Skills and Behaviors: 
The applicant will need to possess strong customer services skills and be capable of effectively and politely communicating, both verbally and in writing, with all DEQ customers. The applicant will need to be organized and capable of completing multiple tasks that require a high level of detail.  It is also recommended, but not required, that the applicant have previous experience in purchasing or procurement.

Preference will be given to those applicants that have work experience with PeopleSoft.

Education and Experience Requirements:
The Administrative Assistant Level job consists of two levels, which are distinguished, based on the level of complexity of specific job assignments, the extent of responsibility assigned, and the level of expertise required for the completion of assigned projects.

1. Level I:  This is the career level where duties and responsibilities will be performed at all levels of complexity.  Education and Experience requirements at this level consist of four years of technical clerical office work or an equivalent combination of education and experience.

2. Level II:  At this level duties and responsibilities will be at all levels of complexity.  Employees will coordinate activities both internal and external to the organization or program. Education and Experience requirements at this level consist of those identified in Level I plus one year of additional qualifying experience.

Conclusion

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


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