Administrative Assistant I - II Office Manager

Job Posting Title

Administrative Assistant I - II Office Manager

Agency

345 DEPARTMENT OF TRANSPORTATION

Supervisory Organization

Chief Engineer, Director of Operations, District 1/ Muskogee

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

Full time

Job Type

Regular

Compensation

Level I - $45,600
Level II - $50,200

Why You’ll Love Working Here:

• Our benefits go beyond the basics, offering annual benefit allowances, a variety of health, dental, and vision plan options, paid annual and sick leave that rolls over each year, 11 paid holidays, robust retirement savings plans, and an EAP & wellness program to support you every step of the way.

Annual Benefit Allowance:

• The benefits allowance covers up to $20,538.24 for employees and their dependents to enroll in benefits.

Comprehensive Insurance Plans:

• The State offers several different medical, dental, and vision plans to better fit your needs. Including options to enroll in a Health Savings Account (HSA) or a Flexible Spending Accounts (FSA). 

Retirement Savings Plans:

• Pathfinder Defined Contribution Plan: available to employees who began State employment after November 1st, 2015. 

• Employer matches 6% with an employee contribution of 4.5%.

• Employer matches 7% with an employee contribution of 7% or above.

• OPERS Defined Benefit Plan: available to returning employees who were previously enrolled in OPERS. 

Annual & Sick Leave (PTO):

• 15 days accrued annually during the first 1–5 years of service.

• 18 days accrued annually for 5–10 years of service.

• 20 days accrued annually for 10–20 years of service.

• 25 days accrued annually for over 20 years of service.

• Sick leave: Accrued at 15 days per year 

Paid Holidays:

• 11 paid holidays per year

Longevity Pay:

• Longevity payments are paid annually to eligible State employees with a minimum of 2 years of State service. 

Employee Assistance Program (EAP):

• EAP is a cooperative effort between employees and administration to help employees gain access to professional services in resolving personal problems.

Job Description

 

Basic Purpose

 Provides administrative support and coordinates the day-to-day operations of the District Office to ensure efficient and effective office management. Responsibilities include overseeing front desk operations, purchasing and budget tracking, building and equipment maintenance, employee technology needs, meeting and event coordination, conference registrations, and administrative support to the District Engineer. Monitors and coordinates the resolution of issues related to the new Sallisaw facility, including printers, office equipment, and other operational needs. Facilitates communication and coordination between District Office staff and Maintenance to ensure questions, concerns, and service requests are directed to the appropriate personnel and addressed in a timely manner. Ensures office services, supplies, equipment, and administrative functions are effectively managed to support District operations and meet employee needs.

 

Typical Functions

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Participates in projects as team member 
• Develops and implements special procedures
• Initiates correspondence requiring knowledge of agency or program procedures and policies
• Develops and maintains confidential or complex files
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, routing incoming checks, purchase orders, bookkeeping or accounting, and other fiscal duties
• Coordinates activities with internal and external customers
• Interviews callers, arranges appointments, and performs other office tasks and duties
• Coordinates janitorial services and building maintenance
• Front position - front desk operations
• Purchasing/PCard and budget tracking
• Executive support
• Coordinating and executing employee events
• IT assistance
• Conferences
• Building and equipment coordination

 

Level Descriptor

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

Level I

At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.

 

Level II

This is the full performance level where duties and responsibilities assigned are at the full performance level.  Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services.

 

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; establishing and maintaining records; and major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with internal and external partners, customers, and staff; perform confidential work and maintain confidentiality; and interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form.

 

Education and Experience

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

 

Special Requirements

Some agencies may require frequent job-related travel for certain positions.

Some agencies may require typing or keyboarding at a rate of 50 words per minute from printed copy. 

Some agencies may require a specific bachelor’s degree or college hours.

Some agencies may prefer a candidate with a specific bachelor’s degree or college hours.

 

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