Administrative Assistant II - Oklahoma A+ Schools
Job ID 2018-4878
Posted Date 2018-04-10
Org Number 010412
Department Oklahoma A+ Schools
Division Provost Vice President
Job Type Staff
Proposed Salary Range $12.56 per hour ($26,144.30 annually)
Targeted Job Start Date 4/23/2018
Hours Per Week 40
Weeks Per Year 52
Regular Workdays/Hours Monday - Friday; 8:00 am - 5:00 pm
Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.
Department Specific Essential Job Functions
Manages the daily operations and administrative aspects of office by performing complex secretarial and administrative duties for directors, relieving of operational details and assuring efficient office operation. Assists in managing the workflow and necessary office training for student worker/s. Assists in processing invoices and payment forms for independent contractors. Assists in fiscal management and control of the department by maintaining budgetary records and gathering information for budget preparation. Interpreting policies and rules. Handles confidential matters with discretion. Arranges meetings, conferences, and travel. Composes and/or prepares routine correspondence, reports, memorandums and electronic transmissions. Assumes responsibility for small projects and oversees such projects to completion. Greets and screens visitors and phone calls; responds, relays messages, takes necessary action, or refers to appropriate person for resolution. Maintains files and appointment calendars. Communicates and assists staff on University policy matters. Attends meetings to take notes and later transcribes into report for for dissemination. Opens, sorts, scans, tags for response, and distributes all incoming and outgoing mail. Prepares moderately complex analyses of data. Orders and maintains inventory of supplies and equipment. Assists in preparation and monthly submission of full-time, part-time, and hourly leave and travel paperwork. Assists in maintenance of neat and clean work spaces, i.e. conference room, work room, file room, supply room. Performs other related duties as assigned.
Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.
Minimum 3 years experience in office management, policies and procedures. Minimum of one year bookkeeping or financial tracking experience. Minimum 40 net wpm keyboarding. Two years of college or secretarial certificate minimum. Bachelor's degree and experience in higher education environment is strongly preferred.
Literacy in computer usage and word processing including, but not limited to Word, Excel, PowerPoint and Outlook. Knowledge of basic office procedures and practices. Excellent telephone etiquette, communication, interpersonal and public relations skills. Demonstrates a warm and caring professional service oriented attitude. Ability to work well with others fostering a positive working relationship. Ability to operate office equipment. Ability to listen and synthesize directives and work with limited supervision.
Repetitive movement of hands and fingers. Typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.