Administrative Assistant

Job Posting Title

Administrative Assistant

Agency

040 DEPT OF AGRICULTURE FOOD & FORESTRY

Supervisory Organization

Agriculture, Food & Forestry - EC Area–Oklahoma Forestry Service

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

Up to $23.54 an hour based on education and experience.

Job Description

The Oklahoma Department of Agriculture, Food and Forestry (ODAFF) is seeking full-time Administrative Assistant II or III in the Forestry division. This position (PIN #04000032) is in state government, located in Wilburton, OK. The State of Oklahoma offers a comprehensive Benefits Package, including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents. 

The hourly pay for this position is up to $23.54 based on education and experience.

Basic Purpose/Position Description: Employees in this position 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.

Typical Functions:   

• Participates in projects as team member or team leader

• Develops and implements special procedures

• Initiates correspondence requiring knowledge of agency or program procedures and policies

• Develops and maintains confidential or complex files

• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws

• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties

• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations

• Coordinates activities with internal and external customers

• Establishes educational and/or training programs

• Interviews callers, arranges appointments, and performs other office tasks and duties

• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff.

• Trains or mentor’s other staff.

• Manages schedules, records, correspondence, and document processing that supports program staff in meeting statutory and regulatory requirements at the state and federal level.

• Preference may be given for a degree in a business-related field. 

Level Descriptor:

Level II: This is the full performance level where duties and responsibilities assigned are at the full performance level. Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services. 

Level III: This is the specialist level where employees are assigned advanced duties and responsibilities at all levels of complexity in administrative areas such as human resources, accounting, and purchasing. Employees at this level may provide training or mentor to lower-level staff, serve as team lead or lead worker, or serve as back-up supervisor in the absence of supervisor.