Administrative Assistant

Recruitment #211015-UNCE-722

Introduction

A resume and cover letter must be submitted with your application.

The Office of Management and Enterprise Services (OMES) is dedicated to providing excellent service, expert guidance, and continuous improvement in support of our partners’ goals. We are a highly-qualified workforce committed to serve those who serve Oklahomans and make government run in the most efficient, innovative manner possible. Achieving this mission takes a collaborative, agile, respectful team with humble leaders who make a difference and get things done. 

For more information about OMES, please visit our website.  

OMES is seeking a full time Administrative Assistant for the Information Services Division. This is an unclassified position in state government, located in Oklahoma City.  OMES offers a comprehensive Benefits Package, including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.  For more information about the benefit allowance [click here].The annual salary for this position is up to $48,000.00 based on education and experience.

The purpose of this position is to provide administrative support for program areas and support functions. This position will serve as an assistant to provide administrative support to the agency as a whole.

Position Responsibilities
• Communicate effectively in all areas of communication, (i.e. email, telephone, in person, etc.) and type agency correspondence.
• Monitor the inbox and calendar, take calls, process paper shuffling.
• Schedule, organize, and coordinate activities with internal and external customers.
• Enter and retrieve information using a personal computer or other data processing equipment; review data and make routine corrections.
• Assign projects to staff as needed; develop and place projects in operation special procedures.
• Initiate correspondence requiring knowledge of agency or program procedures and policies.
• Develop and maintain confidential or complex files.
• Prepare invoices and payments of claims, requisitions, purchase orders and other fiscal duties.
• Represent agency, supervising official, or program area at meetings, conferences, or civic organizations.
• Interview callers, arrange appointments, and handle office details.
• Coordinate travel.
• Complete data entry.
• Continuously monitors the Virtual Meetings inbox for requests.
• Communicates with requestors to gather needed information.
• Schedules meetings using information provided by the requestor.
• Sends Calendar Invitations to Panelists for Public Meetings.
• Coordinate test meetings.
• Effectively explain complex technical capabilities and needs to requestors of varying technical expertise.
• Plan to ensure coverage for all requested meetings.
• Function as host to meetings of varying size.
• Perform as live moderator managing teams and instructing individuals as needed.
• Troubleshoot technical difficulties for panelists of meetings. Think critically to determine issues and find solutions.
• Maintain current knowledge of virtual meeting capabilities and new release features for Microsoft Teams. Use knowledge to advise requestors on the proper resource for their needs.
• Route requests to proper parties.

Physical Demands and Work Environment
• This position works in a comfortable office setting with a computer for a large percentage of the workday. The noise level in the work environment is usually mild.  Occasional travel may be required.

MINIMUM QUALIFICATIONS

• Requirements include a bachelor’s degree in business management or a similar field of study or related experience, including one year of technical clerical office work, or an equivalent combination of education and experience.

Preference will be given to candidates who possess
• Understanding of Audio-Visual Concepts such as audio feedback and aperture
• Substantial experience using Teams to host and participate in Meetings and Webinars/Events.
• Attention to detail. Careful data entry is a large part of this job.
• Critical thinking and problem solving. No meeting is exactly like the last and quick thinking is sometimes needed for success. 
• People skills and an understanding of good customer service.
• The ability to be technology agnostic.

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.