Job Description:

Job Posting Title

Administrative Assistant

Agency

340 OKLAHOMA STATE DEPARTMENT OF HEALTH

Supervisory Organization

Injury Prevention Service

Job Posting End Date (Continuous if Blank)

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

The annual salary for this position is up to $42,250.00, based on education and experience.

Job Description

Basic Purpose

This position leads or assists with all administrative functions of the Injury Prevention Service. The position is responsible for providing administrative support to the Director, Office Manager, and programmatic staff.

Typical Functions

• Answer IPS phone lines and assist internal and external customers.


• Monitor IPS email inboxes, physical mail, and faxes.


• Assist the statewide child safety seat program by scheduling installation appointments, performing data entry, and helping with seat check event coordination.


• Assist with IPS staff travel, including reserving state vehicles, scheduling/making travel arrangements, preparing reimbursement claims, and handling staff logistical needs.


• Provide administrative support for a variety of meetings, such as reserving meeting space, preparing agendas and minutes, assisting guests, and monitoring virtual meeting chats.


• Perform various general office duties for all IPS programs (e.g., copy, scan, mail, organize, sort, file).


• Assist with purchasing, contracting, invoicing, and other fiscal duties.


• Track and summarize injury-related legislative bills and distribute updates weekly during the legislative session.


• Perform a variety of data entry, business communication, and document preparation tasks.


• Effectively and efficiently manage multiple ongoing projects.


• Maintain administrative policies and procedures and handle confidential work.


• Ensure business working relationships are built and maintained with prompt, effective customer service.


• This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Education and Experience

Requirements consist of five years of technical clerical work or an equivalent combination of education and experience.

Knowledge, Skills, Abilities, and Competencies

Knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; of Microsoft Office products; and of the major policies and procedures governing assigned programs.  Exceptional interpersonal skills and the ability to communicate very effectively orally and in writing are required, in addition to strong organizational and documentation skills.  Ability is required to work effectively with diverse populations; to exercise good judgment in analyzing situations and making decisions; to handle confidential work; to follow oral and written instructions; and to plan and manage multiple ongoing projects.

Physical Demands and Work Environment

Work is typically performed in an office setting with climate controlled settings and exposure to moderate noise level.  While performing the duties of the job, employee is required to stand, talk, walk, lift, and reach with hands and arms.  This position requires long periods of sitting and standing and daily use of a computer and phone.

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.

Salary: $19.00

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