Executive Assistant

Communications

Recruitment #210429-UNCE-219

Introduction

Communications

Salary:  $5,529.17 monthly

This is an unclassified position; selections will be made without the use of an interview committee per OP-110235 V.A.

Oklahoma Department of Corrections
Unclassified Job Descriptor
EXECUTIVE ASSISTANT

Basic Purpose:
Positions in this job are responsible for providing a high level of administrative support and serving as chief aide to an executive staff level position.

Typical Functions:
•Organizes the daily activities of the executive staff’s office to include:  preparing and routing correspondence; routing phone calls to the appropriate personnel; maintaining the executive staff’s schedule; planning and completing travel arrangements and itineraries; tracking projects and deadlines; and gathering and analyzing data.

•Prepares memos, letters, and responses for the executive staff to legislature, professional organizations, other law enforcement agencies, other State agencies, media outlets, and the public; responds to inquiries from these various groups.

•Serves as a liaison with other department employees, members of the legislature, professional organizations, internal and external stakeholders, and the general public; develops and maintains working relationships with the local community, civic groups, members of the news media, and other law enforcement agencies and governmental jurisdictions; responds to inquiries from these various groups.

•Prepares and organizes executive staff’s minutes, notes, and information for monthly meetings; ensures requests from members are completed.

•Analyzes data for daily, weekly, monthly, and annual reports and strategic planning.

•Enters and retrieves information using appropriate computer software or other data processing equipment and receives and reviews source documents; reviews data and makes routine corrections.

•May supervise clerical or subordinate support staff.

Knowledge, Skills, and Abilities:
Knowledge of, and proficiency in, composing and editing of written correspondences. Knowledge of procedures and techniques of business communications; of business mathematics; of department policies and procedures; of public relations principles; of modern office methods; of protocol and office etiquette; and of supervisory principles and practices.  Knowledge of, and skill in, the use of appropriate information technology.  Ability to establish and maintain effective working relationships; to communicate effectively, both orally and in writing; to handle confidential work; and to interpret and handle routine matters in accordance with department policy.

Education and Experience:

Statutorily Required:  N/A

Minimum Qualifications
Five (5) years of experience providing advanced administrative support or office management for a senior administrator or manager with a large organization or an equivalent combination of education and experience.

Conclusion

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