State of Oklahoma is hiring: Administrative Assistant in Oklahoma City

Overview

Join to apply for the Administrative Assistant role at State of Oklahoma.

This position is located in the Public Water Supply Engineering and Enforcement Section in Oklahoma City.

All applicants must be able to pass a background check and must be able to legally work within the United States. DEQ does not allow sponsorships.

Application Requirements

Applicants must upload a resume, references, and a college transcript if applicable to be considered for this position.

Basic Purpose

The responsibilities of this position include providing administrative support to the Public Water Supply (PWS) Engineering and Enforcement Section; supporting others within the Water Quality Division; providing in-office division phone and reception desk coverage; distributing incoming and outgoing mail and other materials to appropriate personnel; managing enforcement documents and other correspondence through a variety of manual, automated, and electronic processes; maintaining various filing systems and computer records; maintaining and updating PWS enforcement, compliance, and information systems (SDWIS); generating database and other internal reports; creating purchase documents; assisting internal and external customers on the phone, through written communications, or by other means; improving administrative functions; training staff on administrative functions; and conducting other duties as assigned.

Typical Functions

• Provide primary administrative support for the PWS Engineering and Enforcement Section.
• Provide administrative support to other staff, management, sections, and groups within the Water Quality Division, as needed, including rotational coverage of the divisional reception desk.
• Process, distribute, and track incoming and outgoing correspondence and enforcement documents to the appropriate internal and external customers.
• Coordinate and manage the preparation, review, and execution of enforcement documents.
• Scan and index documents into electronic document management systems (e.g., Onbase).
• Enter and track enforcement documents and actions into enforcement databases (e.g., SDWIS).
• Perform data entry and quality assurance tasks, run queries, and generate database reports.
• Advise and coordinate internal and external customers on and with program areas and activities.
• Interview callers, arrange appointments, and handle office details.
• Develop, maintain, and improve procedures for administrative functions.
• Train new and existing staff in administrative functions.
• Prepare and review invoices, requisitions, purchase orders, and purchase memos.

Travel Requirements

• Administrative assistants must have reliable transportation within the OKC metropolitan area.

Education And Experience

Level I - bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Level II - bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Physical Requirements

• Administrative assistants must be able to operate a personal computer for long periods of time.
• Administrative assistants must be able to carry equipment or supplies of up to 25 pounds.

Special Requirements

• Administrative assistants must be able to handle confidential work.

Benefits

• Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually.
• A comprehensive Benefit Package with a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.

Not all applicants will receive an interview. If you are selected to be interviewed, you will be notified by email.