Executive Administrative Assistant

Job Posting Title

Executive Administrative Assistant

Agency

345 DEPARTMENT OF TRANSPORTATION

Supervisory Organization

Deputy Director - CFO - Deputy CFO

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

Salary: $62,100

Why You'll Love Working Here:

• Our benefits go beyond the basics, offering annual benefit allowances, a variety of health, dental, and vision plan options, paid annual and sick leave that rolls over each year, 11 paid holidays, robust retirement savings plans, and an EAP & wellness program to support you every step of the way.

Annual Benefit Allowance:

• The benefits allowance covers up to $20,538.24 for employees and their dependents to enroll in benefits.

Comprehensive Insurance Plans:

• The State offers several different medical, dental, and vision plans to better fit your needs. Including options to enroll in a Health Savings Account (HSA) or a Flexible Spending Accounts (FSA).

Retirement Savings Plans:

• Pathfinder Defined Contribution Plan: available to employees who began State employment after November 1st, 2015.

• Employer matches 6% with an employee contribution of 4.5%.

• Employer matches 7% with an employee contribution of 7% or above.

• OPERS Defined Benefit Plan: available to returning employees who were previously enrolled in OPERS.

Annual & Sick Leave (PTO):

• 15 days accrued annually during the first 1-5 years of service.

• 18 days accrued annually for 5-10 years of service.

• 20 days accrued annually for 10-20 years of service.

• 25 days accrued annually for over 20 years of service.

• Sick leave: Accrued at 15 days per year

Paid Holidays:

• 11 paid holidays per year

Longevity Pay:

• Longevity payments are paid annually to eligible State employees with a minimum of 2 years of State service.

Employee Assistance Program (EAP):

• EAP is a cooperative effort between employees and administration to help employees gain access to professional services in resolving personal problems.

Job Description

Position Title: Executive Administrative Assistant

Department: Financial Services & Operations

Reports to: Director of Finance

Division: 9

FLSA Status: Exempt

Location: 200 NE 21st Street, OKC, OK 73105

Note: Candidates selected for positions at the Oklahoma Department of Transportation may be required to complete a pre-employment background check and drug screening before beginning employment. Some positions may also require applicants to participate in a Physical Abilities Demonstration and be rated as capable of performing the essential functions of this job family.

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

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• 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 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, and computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat

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.

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; and to establish and maintain a confidential work environment.

Education and Experience

Education and Experience requirements at this level consist of seven (7) years of administrative/clerical office work including four (4) years of experience as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every one (1) year of experience.

Special Requirements

Some agencies may give preference for a specific type of education, such as business administration, office administration, or project management.

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.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact