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State of Oklahoma

Administrative Assistant I Job at State of Oklahoma in Oklahoma City

State of Oklahoma, Oklahoma City, OK, United States, 73116

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The Oklahoma Educational Television Authority (OETA) is seeking a highly organized and detail-oriented full-time Administrative Assistant in Oklahoma City. The ideal candidate will be proficient in office technology, possess strong communication skills, and be adept at managing multiple tasks efficiently in a dynamic environment.

Responsibilities

Front Desk and Communication Management:

  • Greet and welcome a diverse range of visitors, including OETA viewers and members, board members, program guests (news, art, history), and high-profile guests such as political representatives.
  • Manage and screen incoming telephone calls, providing information, answering inquiries, or directing callers to the appropriate staff.

Document And Information Management

  • Establish and maintain organized paper and electronic filing systems for records, correspondence, and other materials.
  • Open, sort, and distribute incoming mail; prepare and send out routine outgoing correspondence.
  • Initiate and handle correspondence requiring knowledge of agency or program procedures and policies.

Office Operations And Support

  • Operate and maintain standard office equipment, including fax machines, copiers, and computers, effectively utilizing switchboard phone systems.
  • Utilize Microsoft Office applications (word processing, database management) and specialized OETA/PBS platforms for daily tasks.
  • Coordinate and oversee overnight deliveries of varying sizes and complexities via services like UPS and FedEx.
  • Edit documents and reports; examine and verify reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements.
  • Resolve discrepancies in documents and refer complex discrepancies to appropriate staff.

Team Collaboration

  • Assist the Tulsa office when needed.
  • Actively participate in departmental and cross-functional projects as a collaborative team member.

Qualifications

Perform other duties as assigned.

  • Three years of education or experience in clerical office work or an equivalent combination of education and experience.
  • Knowledge of MS Office products such as Word, Excel, and Outlook.
  • Adept at handling incoming calls on a multi-line phone system.
  • Experience with database entry.
  • Proven ability to effectively prioritize multiple tasks and manage fluctuating workloads.
  • Excellent grammar, spelling, and punctuation for written correspondence, and clear, concise verbal communication for phone calls and in-person interactions.
  • A strong commitment to providing excellent service to internal staff, external visitors, and callers, with a patient and helpful demeanor.
  • Proven ability to handle sensitive information with utmost discretion and maintain confidentiality.
  • Strong active listening skills with the ability to understand and address inquiries effectively.
  • Resourceful problem-solver with the ability to research and find solutions independently.

Preferred Qualifications (Desirable, But Not Mandatory)

  • Experience in a Media or Broadcast Environment: Prior experience in a similar industry would provide an understanding of the unique operational aspects and terminology.
  • Familiarity with Public Broadcasting: Knowledge of OETA's mission or public broadcasting in general.

Compensation

Salary $34,000–$44,000 per year. A generous benefits package, including health, leave, retirement, plus much more, is included.

OETA IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER.

Seniority level

  • Seniority level

    Entry level

Employment type

  • Employment type

    Full-time

Job function

  • Job function

    Administrative

  • Industries

    Government Administration

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