Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

Job Description
Administrative Assistant II

Basic Purpose
This position is responsible for providing administrative and clerical support to assigned program areas, leadership, and office operations. This position performs a variety of routine administrative tasks under the direction of the Executive Assistant. Responsibilities include serving as the first point of contact for visitors and callers, maintaining records, preparing correspondence and meeting materials, and supporting daily office functions.

Typical Functions
The functions performed in this role may vary by unit and organization but typically include the following:

• Serves as the “Director of First Impressions” by greeting visitors, customers, and guests in a professional and courteous manner

• Answers incoming telephone calls, responds to general inquiries, and directs calls to appropriate staff

• Receives, sorts, and distributes incoming mail; prepares and processes outgoing mail and deliveries

• Assists with scheduling meetings and coordinating conference room usage, including setup and cleanup

• Provides administrative support for commission or board meetings, including preparing meeting room, preparing I-pads, assisting with AV equipment transcribing meeting minutes

• Maintains and organizes physical and electronic records in accordance with established policies and procedures

• Serves as Fleet and Records Coordinator, maintaining related logs, documentation, and compliance records

• Assist the Post Adjudication Review Board with organizing state meetings and conferences.

• Assist with ordering and maintaining office and meeting supplies as needed

• Prepares routine correspondence, reports, and other documents

• Assists with data entry, tracking, and basic reporting functions

• Supports special projects and performs other administrative duties as assigned by the Executive Assistant

• Ensures reception and common areas remain organized and presentable

Level Descriptor
This is the full performance level for administrative support positions. Employees perform a range of standard administrative and clerical duties with general guidance. Work requires attention to detail, organization, and the ability to manage multiple tasks. Employees are expected to maintain positive working relationships, provide quality customer service, and complete assignments accurately and efficiently. Additional assigned duties, as needed.

Knowledge, Skills, Abilities and Competencies
Knowledge, Skills, and Abilities required at this level include:

• Knowledge of spelling, punctuation, and business English

• Knowledge of modern office practices, procedures, and equipment

• Basic knowledge of recordkeeping and file management systems

• Skill in using office software, including word processing, spreadsheets, email, and scheduling tools

• Ability to communicate effectively, both orally and in writing

• Ability to provide excellent customer service and interact professionally with the public and staff

• Ability to manage time, prioritize tasks, and handle multiple assignments

• Ability to perform detail-oriented work with accuracy

• Ability to maintain confidentiality of sensitive information

• Ability to follow instructions and work independently within established guidelines

Education and Experience
Education and Experience requirements at this level consist of a high school diploma or equivalent plus two years of administrative, clerical, secretarial, or general office experience, or an equivalent combination of education and experience.

Special Requirements
Knowledge and handling of AV equipment is a plus

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact