Special Assistant to the Executive Office

Job Posting Title

Special Assistant to the Executive Office

Agency

640 SERVICE OKLAHOMA

Supervisory Organization

Service Oklahoma

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

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.

This position has an annual rate $65,000.

SOK offers a generous benefits package, including a benefits allowance to off-set the costs of medical, dental, vision, life and disability insurance plans. Service Oklahoma will match up to 7% towards an employee’s Defined Contribution retirement plan. Our employees receive 11 paid holidays, 15 days of paid annual leave, which increases with every 5 years of service, and 15 days of paid sick leave. Additionally, employees will receive longevity payments based on their years of service with the State of Oklahoma.

Job Description

POSITION SUMMARY

Service Oklahoma hiring for a Special Assistant to the Executive Office. The Special Assistant relieves executive staff of operational and administrative details and performs administrative functions that require a thorough knowledge of State policies, procedures, and operations and an understanding of the agency's role within the community. The Special Assistant has regular contact with senior administrators and executives, public and private officials, the media, and constituents. The Special Assistant exercises initiative and independent judgment in managing the executive office’s schedule and the office’s daily activities as well as the activities of the Licensed Operator Board. The Special Assistant uses discretion in the dissemination of information to staff and the various stakeholders served by the agency.

POSITION RESPONSIBILITIES

The job duties of this position may include responsibilities listed below.

· Effectively manage the executive office’s schedule to provide the most strategic and efficient use of the executive’s time at meetings and events, and to ensure that they are appropriately briefed for all occasions.

· Coordinates the flow of incoming communications and outgoing communications, ensuring prompt responses or follow through on requests for decision and action. Research and draft written responses and, when appropriate, review communications prepared by others for signature by executive.

· Acts as the liaison for members of the legislature by answering their questions and working with their constituents.

· Coordinates agenda, meeting minutes and schedules for the Licensed Operator Board

· Oversee general office operations

· Works with human resources and IT to onboard new hires

· Provide general support to visitors

· Responsible for creating PowerPoint slides and making presentations

· Other duties as assigned

KNOWLEDGE, SKILLS, & ABILITIES

· Excellent writing skills and proven track record of collecting, synthesizing and structuring multiple sources of information and analysis in various formats to inform actions;

· Excellent oral communication and interpersonal skills;

· Excellent data and computer skills, particularly with the Microsoft Windows suite of products – Word, Excel, PowerPoint;

· Detail-oriented with excellent organizational and analytical skills;

· Strong initiative and ability to anticipate, multitask and prioritize without direct supervision;

· Demonstrated ability to complete tasks in a timely manner and under the pressure of tight deadlines and to work both independently and as part of a team;

· Project management capability to help a group of individuals achieve an outcome on a timeline;

· Ability to creatively think about and approach problems and assigned projects;

· Mature interpersonal style and ability to interact well with a diverse group of internal and external stakeholders;

· Commitment to the agency’s goals and objectives;

· Experience working in or with government or non-profit organizations preferred;

· Be able to cope with stress related to standard job functions, including but not limited to: meeting deadlines, receiving customer complaints and finding resolutions to the same, interactions with internal and external clients, multi-tasking and ability to handle high volume o