Executive Administrative Asst

Job Posting Title

Executive Administrative Asst

Agency

805 DEPARTMENT OF REHABILITATION SERVICES

Supervisory Organization

Dept Rehabilitation Services

Job Posting End Date (Continuous if 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

Monthly/Annual Salary: Monthly Annual

Level I (Pay Band J) $6,186.083 $74,233.00

Job Description

Basic Purpose

Positions in this job family provide executive level administrative and clerical support to the Agency Director or other senior level management staff by exercising confidentiality, tact and diplomacy.

Typical Functions

• Performs administrative and general office duties and functions for an Agency Director or senior level management staff.

• Coordinates, prepares, and distributes reports, agendas, or related materials for regulatory or oversight boards, commissions, committees, or other similar groups

• Researches, compiles, prepares, and distributes correspondence, reports, presentations, and other relevant documents

• Records and transcribes proceedings of meetings

• Serves as first contact for the executive office by telephone, e-mail, or in person

• Establishes and maintains filing system for the executive or senior level management staff.

• Assists individuals by providing information directly or referring customers, clients to appropriate staff, state agency or federal offices

• Interprets and advises internal and external customers on agency rules, regulations, and laws.

• Manages Open Record Requests

• Develops and manages a contact network of local governments, businesses, other relevant groups, and individuals.

• Maintains or audits mileage claims and per diem reimbursement

• Performs other executive or managerial level administrative duties as assigned.

• Participates or assists in agency projects, programs, or reporting by reviewing, preparing requested information.

• Supervise lower-level administrative or clerical staff to ensure the executive office performs and functions in compliance with all agency rules, processes, and procedures

Level Descriptor

At this level employees perform confidential executive level administrative and clerical duties for the Agency Director or senior executive staff.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required include knowledge of procedures and techniques of business communication; spelling, grammar, and punctuation; business arithmetic, office methods, public relations, and computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat

Skills required include strong oral and written communication; strong organizational and filing skills; strong attention to detail; establishing and maintaining effective working relationships by being able at interact with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion.

Abilities required include the ability to multitask; exercise discretion; exercise independent judgment in order to prioritize appointments and work assignments; work cooperatively and courteously with others; to communicate with a variety of personalities and divergent views in a tactful, pleasant, and professional manner; and to establish and maintain a confidential work environment.

Education and Experience

Education and Experience requirements at this level consist of seven (7) years of administrative/clerical office work including four (4) years of experience as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every one (1) year of experience.

Special Requirements

Some agencies may give preference for a specific type of education, such as business administration, office administration, or project management.

Additional Job Description

Position is located at the State Office in Oklahoma City.

Essential Functions: Position provides administrative support to the DRS Director by exercising confidentiality, tact, and diplomacy.

Applicant must be willing to perform all job-related travel.

Trial period (if applicable) is required.

Background Check: The Department of Rehabilitation Services will conduct a criminal background check on new hires as part of an offer of employment that is made contingent upon a successful criminal background check.

Benefit Highlights: The Department of Rehabilitation Services provides a comprehensive benefits package designed to support our employees and their dependents.

Benefits Include:

• Generous state paid benefit allowance to help cover insurance premiums

• A wide choice of health insurance plans with no pre-existing condition exclusions or limitations

• Flexible spending accounts for health care expenses or dependent care

• Employee assistance programs and health and fitness programs

• 11 paid holidays

• 15 days of vacation and 15 days of sick leave for the first year

• Retirement Savings Plan with a generous match

• Longevity Bonus for years of service

Method of Application: Applicants without previous state service, with previous state service but not currently employed by a state agency must apply though the Workday on-line External Listings applicant system (State of Oklahoma Careers (myworkdayjobs.com).

Current State of Oklahoma employees must apply through the Workday on-line Internal Listings applicant system (Find Jobs

• Internal State of Oklahoma

• Workday (myworkday.com)

For questions regarding specific duties or details of this job, please contact Human Resources at HR@okdrs.gov.

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 State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'.