Executive Assistant

Recruitment #210928-UNCE-667

Introduction

APPLICATION INSTRUCTIONS:

SUBMIT RESUME & COVER LETTER TO:

careers@dac.state.ok.us
or
District Attorneys Council
Attn: Human Resource Division
421 N.W. 13th Street, Ste. 290
Oklahoma City, OK 73103

Open until filled
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Position Summary
The Executive Assistant is a full-time position that provides day-to-day administrative and clerical support to the Executive Coordinator, the District Attorneys Council (DAC), and the Oklahoma District Attorneys Association (ODAA). General duties will include scheduling, coordinating meetings, preparing correspondence, and working on special projects.

About the Agency
The District Attorneys Council (DAC) is located north of downtown Oklahoma City and is the administrative and coordinating agency for the 27 district attorneys in Oklahoma. The agency provides required training for the district attorney system, handles payroll and insurance, serves as a legislative liaison, is the state administering agency for several federal grants, and serves as home to the Oklahoma Crime Victims Compensation Board.

Duties
*Helps maintain the schedule for the Executive Coordinator and other supervisors in the office as needed, which may include scheduling meetings, arranging travel and itineraries, and preparing State travel claims.
*Manages the Executive Division phone calls and mail distribution, while serving as the general point of contact for other divisions inside the office and for the public when it comes to general office inquiries.
*Performs administrative duties for the DAC Meetings, the Technology Committee Meetings, and the ODAA Meetings, which includes adherence to the Open Meetings Act requirements, preparation of agendas and meeting materials, set-up and clean-up of meeting room, roll call and vote taking,
preparation of minutes, and other duties as assigned.
*Manages the ODAA merchandise, which includes creatively designing and preparing merchandise orders through outside vendors, maintaining a diverse and substantial merchandise inventory, transporting and setting up merchandise to various conferences throughout the year.
*Performs general clerical duties such as drafting official and general correspondence and agency notices, mailing correspondence, maintaining filing systems, assisting the DA system with the consolidation of annual supply orders, and document organization.
*Serves as the point of contact for the DAC and provides information to the District Attorneys and other agencies when necessary.
*Organizes and facilitates the State Charitable Campaign for DAC by providing informative emails and instruction for participation and planning in-office fundraising events.
*Serves as the ODAA financial manager by preparing and maintaining current budget reports and records; processing all deposits, invoices, and payments; recording all transactions in Quicken; and assisting with the annual tax preparation.
*Serves as the Ethics Commission liaison for the DAC by communicating filing deadlines to all necessary filers in the DA system, as well as maintaining registrations and current filings for the DAC legislative liaisons.
*Organizes the Annual Awards Banquet with assistance from the Training and Outreach Division, by preparing awards and certificates for employee recognition; developing the Banquet program, agenda,and PowerPoint presentations; and sending out notifications and invitations to all those being invited and recognized at the banquet.
*Serves as the DAC Office Manager by working with the building manager to appropriately handle maintenance or repairs requests from our agency.
*Serves on the DAC Events Committee, which coordinates and organizes various events for the office throughout the year.
*Prepares and maintains longevity recognition information and history for employees of the DA system.
*Maintains records and processes applications for the Certification of Victim Impact Panels in Oklahoma.

Knowledge, Skills, and Competencies Required
*Knowledge of the procedures and techniques of written business communications and correspondence, office methods, and computer operations. 
*Ability to display a positive attitude, demonstrate professional business acumen, and collaborate as a team player.
*Be able to handle confidential work with tact and discretion and exercise judgment in interpreting and applying rules and policies.
*Excellent oral communication skills and the ability to interact with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion.
*Handle unforeseen events quickly, calmly, and in a professional manner.
*Attentive to detail and committed to excellence in all aspects of work.
*Present a professional appearance.
*Possess excellent organizational and planning skills.
*Take a proactive approach, work independently when needed, and meet deadlines consistently.

Education and Experience
*Associate’s Degree in office administration (or related field) or 2 years of experience is preferred.
*Proficiency in Word and excellent proofreading skills a must.
*Experience providing executive-level support required.
*Basic knowledge of the criminal justice system and legislative process is preferred.
*Experience with Outlook, Excel, Word, PowerPoint, and Web Publishing a plus.

Key Requirements
*Must hold valid driver’s license and be able to drive to various locations across the state if necessary.
*Pre-employment criminal background check must be successfully completed.
*Ability to lift 30-40 pounds.
*Set Working schedule of 8:00 a.m. – 5:00 p.m., Monday – Friday at the agency’s office, except for occasional evening and overnight conferences or events.

The Oklahoma District Attorneys Council (DAC) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type based on race, color, religion, age, sex (including gender identity or expression and pregnancy), national origin, sexual orientation, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state, or local laws. DAC also has a strict no-retaliation policy that prohibits retaliation against individuals who report discrimination or harassment, or who participate in investigations into such conduct. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall transfer, leaves of absence, compensation, and training.

Conclusion

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