Administrative Assistant Job at State of Oklahoma in Oklahoma City

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The Oklahoma Water Resources Board is a state agency responsible for overseeing the complex mission of managing, monitoring, planning for and financing the state's water resources and infrastructure towards reliable future supplies that support strong communities, commerce, and the environment. The agency is seeking a part-time temporary Administrative Assistant to join our family of professionals in delivering exceptional services and expertise to Oklahomans.

Position: Administrative Assistant

Division: Engineering and Planning

Section: Dam Safety

Location of Work: 3800 Classen Boulevard; Oklahoma City, OK 73118

Type of Position: Part-Time, Temporary not to exceed 999 hours in a 12-month period.

Travel: None

Basic Purpose

The purpose of this position is to support the Dam Safety Program by coordinating administrative, documentation, and communication functions essential to protecting public safety and ensuring regulatory compliance. This role is responsible for managing the submission of reports and payments, preparing and distributing official correspondence, organizing training and outreach activities, and maintaining efficient recordkeeping processes in alignment with agency policies and program requirements.

Typical Job Functions

• Provide administrative support to the Dam Safety Program, including tracking payments, scheduling, and coordinating activities with internal and external stakeholders.
• Monitor and manage the submission of inspection reports, applications, and other required documentation; track deadlines and payments, follow up with engineers and dam owners for missing reports, and maintain organized program files in compliance with agency policies and procedures.
• Prepare, review, and distribute letters, reports, and other official correspondence; ensure documents are accurate, complete, and conform to program requirements before mailing or emailing.
• Track registrations and payments for training; send notifications to participants, maintain accurate records, and support program education and outreach efforts.
• Respond to and route inquiries from engineers, dam owners, and stakeholders; interpret and advise on program policies, procedures, and regulations, arrange appointments, and provide files for open records requests following applicable laws and agency policies.
• Maintain and improve workflows and recordkeeping processes; identify and implement process improvements to increase efficiency and accuracy across program operations.
• Other duties assigned.
  
  

Knowledge, Skills, Abilities And Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs. Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Education And Experience

Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Agency Awards

The Oklahoman Top Workplaces - 2024

Certified Healthy Oklahoma - 2024

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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