Administrative Assistant I
The Oklahoma State Department of Education is seeking a dedicated and organized Administrative Assistant to join our Special Education Department.
As an integral member of our team, you will play a crucial role in supporting the efficient operation of our department and ensuring the success of special education initiatives across the state. Your attention to detail, excellent communication skills, and ability to handle diverse administrative tasks will contribute to the smooth functioning of our educational programs.
Please note : this role does not allow for any form of remote work, including telecommuting or hybrid arrangements. The nature of this position necessitates a consistent in-person presence. Prospective candidates should be aware that the responsibilities associated with this role require physical presence at the designated workplace in Oklahoma City, Oklahoma.
Minimum Qualifications :
- Associate degree in business or related field [official transcripts required];
- Two (2) years' clerical or office experience;
- Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.
Preferred Qualifications :
Bachelor's degree in business or closely related field [official transcripts required].Special Requirements :
Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship now or in the future;Successful completion of a pre-employment background check;Must possess a valid driver's license to perform necessary job-related travel.Essential Functions :
Manage correspondence : responsible for managing incoming and outgoing correspondence, including email, letters, and phone calls.Schedule appointments : responsible for scheduling appointments, meetings, and events for division leadership and other team members.Manage travel arrangements : responsible for making travel arrangements, including hotels and rental cars; preparing documents for travel approval and reimbursement.Maintain records : responsible for maintaining records, including databases, spreadsheets, and filing systems.External communication : responsible for collecting and organizing information to be shared externally in a professional format for publication and social media.Manage office supplies and equipment : responsible for managing office supplies and equipment, including ordering and stocking supplies, maintaining equipment, and troubleshooting issues.Perform administrative duties : responsible for performing a wide range of administrative duties, including data entry, proficient use of Microsoft Office Suite (Outlook, Word, Excel), document preparation, and record-keeping.Professional Demeanor : Exhibit a positive, empathetic, and professional attitude. Build relationships, display integrity, and maintain professionalism in communication, behavior, and appearance. Embrace feedback for performance improvement.Attendance : Ensure reliable and punctual in-person presence for quality teamwork, productivity, and collaboration. Demonstrate commitment by being engaged, available, and dependable to colleagues and customers.Innovation : Identify and address evolving needs and challenges in education. Apply critical thinking, explore new ideas, and embrace innovative approaches to enhance educational outcomes for all students. Utilize creativity, resourcefulness, and forward-thinking to drive positive change and find solutions to complex problems in the field of education.Efficiency : Maximize resource utilization and streamline operations. Optimize processes, eliminate redundancies, and leverage technology to enhance productivity and performance. Proactively identify efficiency opportunities and implement best practices for continuous improvement.Superior Customer Service : Go above and beyond to deliver exceptional assistance that surpasses expectations. Create positive experiences and build trust-based relationships. Maintain a positive and helpful attitude, using appropriate language, tone, and behavior to consistently reflect the agency positively and leave a favorable impression.Essential Competencies :
Effective Communication : Ability to clearly and concisely express ideas, while also listening actively to others and demonstrating understanding; Ability to demonstrate empathy by showing respect and understanding for the feelings and perspectives of others while paying close attention to non-verbal cues; Ability to adapt communication style to suit the needs of the audience and situation.Take a proactive approach and work independently : Be resourceful and self-motivated, prioritize work effectively by managing your time well, anticipating challenges, developing creative solutions, paying close attention to detail, and taking ownership of your work.Collaborate as a team player : Ability to work effectively with others towards a common goal. Including being open-minded, respectful, and responsive to others' ideas and perspectives. Sharing knowledge and experience while being committed to achieving the teams' objectives and understanding the importance of working collaboratively to achieve success.Demonstrate excellent planning and organizational skills : Ability to set clear objectives, create a plan of action, break down complex tasks into manageable components, delegate tasks when necessary, and establish a realistic timeline to meet deadlines consistently while developing contingency plans to ensure adaptability to changing circumstances.Possess strong analytical and problem-solving skills : Ability to analyze complex situations, identify key issues, patterns, connections, and develop effective logical solutions; Ability to think critically, anticipate potential problems, and develop innovative solutions to address them.Ability to function well in an, at times, stressful, fast-paced, and deadline-driven environment : Ability to work under pressure and in situations where time is limited whilst remaining calm and focused, prioritizing tasks, and adapting to changing circumstances.Ability to build strong partnerships with internal and external stakeholders : Ability to identify opportunities for collaboration, leverage resources effectively, and negotiate mutually beneficial outcomes. Possess strong interpersonal skills to resolve conflicts and manage difficult conversations constructively and professionally.Knowledge of technology and ability to use it to maximize efficiency and services : Ability to identify opportunities to leverage technology to streamline processes, automate tasks, and improve customer experiences; Familiarity with software, hardware and other relevant technological tools while being able to learn new technologies as they emerge.Physical Demands and Work Environment :
Location : Oliver Hodge Building, Oklahoma City, Oklahoma
Work Environment includes :Office Setting : Climate-controlled office setting with exposure to moderate noise; the employee is frequently required to talk, walk, and stand; this position requires long periods of sitting and daily use of computer and phone. Must be able to remain in a stationary position 75% of the time.Physical Demands include :Ability to stand, reach, and bend 50% of the time;Operates a computer and other office productivity machinery, such as a calculator, copy machine / printer, and office telephone 75% of the time;Ascends / descends stairs 25% of the time;Ability to lift to 25 lbs.Cognitive Requirements :This role requires clear and accurate communication, strong analytical skills, and the ability to evaluate information and make timely decisions.Sustained focus and attention to detail are essential, along with memory retention of policies, procedures, and facts over various time frames.Adaptability and mental flexibility are also necessary to handle changing information, work conditions, and unexpected challenges.Travel :
Less than 10% in-state / out-of-state travel may be required to conduct, facilitate, and / or attend meetings and trainings.
EEO Statement :
The Oklahoma Department of Education provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, OSDE complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
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.
