Scheduling Assistant (part-time)

Agency Summary

The Service Oklahoma (SOK) mission is to ease the stress in navigating government services by providing a best-in-class customer experience. We are Oklahomans helping Oklahomans by providing driver license and motor vehicle services on behalf of the state.

The hourly rate for this position is $19.06. This is a part-time position and is limited to a maximum of 24 hours per work week. Part-time employees may not exceed 999 hours each year. Selected candidates may be required to work on Saturdays, based on the needs of the agency.

Position Summary

The Scheduling Assistant will provide critical support to the operations of the Product & Experience division. This role will assist leads, supervisors, and regional managers, under the direction of the Performance and Scheduling Manager.

Position Responsibilities

This job description describes the general nature and level of work performed by the employee assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities and skills.

Communication

• Accepts phone calls, team messages, and emails; addresses all questions, concerns, or conflicts in a timely manner.
• Provides assistance to leads, supervisors, and regional managers upon request.
  
  

Scheduling Oversight

• Acts as an additional resource to help manage and mitigate any potential service gaps.
• Resolves schedule conflicts as soon as they occur to maintain operational efficiency.
• Ensures that scheduling is seamless, and operations continue without disruption.
  
  

Employee Skillset Documentation

• Maintains and regularly updates spreadsheets documenting employee skillsets.
• Optimizes workforce capabilities by ensuring accurate and up-to-date skillset information.
  
  

Training Facilitation

• Supports ongoing and upcoming training initiatives.
• Assists in organizing training sessions and ensuring all materials and resources are prepared.
  
  

Queuing System Maintenance

• Oversees daily upkeep of the queuing system.
• Notifies the Performance and Scheduling Manager whenever potential concerns arise.
  
  

Data Collection and Reporting

• Assists the Scheduling Manager in gathering and compiling essential data.
• Contributes to reporting processes to support informed decision-making.
  
  

Supports the Performance and Scheduling Manager

• Provides general administrative support.
• Assists with special projects and tasks.
• Helps coordinate meetings, tracks progress on key initiatives, and manages related documentation.
• Other duties as assigned.
  
  

Knowledge, Skills, & Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Teams) and other relevant software.
• Excellent verbal & written communication skills
• Strong organizational, multitasking skills, and attention to detail.
• Ability to manage multiple tasks efficiently.
• Ability to handle sensitive information with discretion.
  
  

Education & Experience

The preferred minimum qualifications for this position are:

• At least one (1) year of scheduling or technical office experience, or a closely related field
• OR equivalent combination of education and experience.
  
  

Special Requirements

• The schedule for this position may vary and require flexibility, including some early or late shifts, weekends, and occasional overtime, based on the needs of the agency.
• This position may require occasional travel. The selected candidate must have reliable transportation and be willing and able to perform all job-related travel. State vehicles may be available, but reliable transportation may be required for local travel. Possession and maintenance of a valid Oklahoma Driver License is required.
• This position works in a comfortable office setting with a computer for a large percentage of the workday.
  
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.