Administrative Assistant I

Basic Purpose

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials, and performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Benefits: Medical insurance, Dental and Vision insurance, Flexible spending account options, Retirement plan options, Paid vacation days, Paid sick days, and Longevity bonus pay

Typical Functions

• Full-time position as Administrative Assistant; convenient office setting near state capitol building in the Oklahoma Department of Agriculture building with secured entrance;
• Needs self-motivated individual with experience in Microsoft Office, good communication skills (phone, in-person interactions with public, email), and a good team player.
• Must have strong organizational and detail management skills. Responsibilities include providing office and informational support to the Executive Director.
• Answer office telephone and electronic messaging/emails.
• Maintain records of licensed Oklahoma optometrists.
• Answer licensing questions; coordinating, receiving, and processing annual licensure renewals.
• Receive and process new license requests; providing support, communication and materials for regularly scheduled Board meetings; receiving, recording, processing and depositing licensure fees and revenues,
• Process complaints and inquiries.
• Make travel plans for meetings.
• Prepare Tax Commission reports.
• Prepare and organize registrations for annual licensure examinations, and reserving facilities for testing; coordinating with OMES for office services.
• Prepare annual reports and audit information as requested.
  
  

Requirements

• High school diploma or equivalent, background check, experience in state government a plus
  
  

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.