Job Posting Title

Executive Administrative Assistant

Agency

309 DEPARTMENT OF EMERGENCY MANAGEMENT

Supervisory Organization

OEM

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

Salary range depending on education and experience
$33,440.00 - $78,527.00

Job Description

Basic Purpose

Position Summary

Under the direction of the Executive Director, the Executive Administrative Assistant is assigned responsibilities involving 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
• Other duties as assigned

Education and Experience

Education and Experience requirements at this level consist of eight (8) years of administrative/clerical office work including five (5) years of experience as an office manager, executive assistant, or confidential secretary to include 1 year of supervisory experience or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every one (1) year of experience.

Knowledge, Skills, and Abilities

Knowledge, Skills, and Abilities required include knowledge of procedures and techniques of business communication; spelling, grammar, and punctuation; business arithmetic, office methods, public relations, computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat, supervisory practices and principles, and administrative rules governing personnel management.

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, and motivating staff to achieve a high-level of customer service.

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; to establish and maintain a confidential work environment, and build a team within in the executive’s office to meet agency, and external stakeholder’s, partner’s, and customer’s expectations.

Preferences

Preference will be given to candidates who possess a bachelor’s degree in business administration, office administration, or project management.

Physical Demands and Work Environment

Work is typically performed in an office setting with climate-controlled settings and exposure to mild noise level.  This position requires long periods of sitting and daily use of computer and telephone. 

Special Requirements

Must be able and willing to perform all job-related travel in-state and out-of-state when necessary, including overnight travel.  Percentage of travel time: less than 10%. 

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

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