Executive Assistant II

Job Posting Title

Executive Assistant II

Agency

410 COMM. OF THE LAND OFFICE

Supervisory Organization

Commissioners Land Office–Administration

Job Posting End Date (Continuous if Blank)

July 25, 2024

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 $60,000 based on education and experience.

Job Description

The Commissioners of the Land Office (CLO) is an Oklahoma State Agency created by the original Oklahoma Constitution. The CLO administers the school land trust funds to produce income for the support and maintenance of the common schools and the schools of higher education. The CLO oversees funds and proceeds derived from the sale, rental, disposal and management of school lands and other public lands under the rules and regulations prescribed by the Oklahoma legislature.

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
Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

At this level employees supervise lower level administrative and clerical staff within the executive office.  The employee will 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, 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 cu