Job Posting Title

Administrative Assistant I

Agency

353 OKLA. HORSE RACING COMM.

Supervisory Organization

Oklahoma Horse Racing Commission

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

Job Description

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; or 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 mentors other staff.

• Supervises subordinate staff.  This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties.

• Other duties as assigned by employee’s supervisor, manager, or agency executive director

Level Descriptor

At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Education and Experience

Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Special Requirements

Position may require job-related in-state travel.

Position may require nights, weekend and holidays.

Strong understanding of financial statements, budgets and financial regulations.

Experience with reporting tools (excel, etc.)

Familiarity with auditing standards, compliance and regulation.

Knowledge of contract law, regulatory compliance and risk management preferred.

Strong analyt