Administrative Assistant

Job Posting Title

Administrative Assistant

Agency

040 DEPT OF AGRICULTURE FOOD & FORESTRY

Supervisory Organization

Agriculture, Food & Forestry - SE Area–Oklahoma Forestry Service

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

up to $23.54 hourly

Job Description

The Oklahoma Department of Agriculture, Food and Forestry (ODAFF) is seeking a full-time Administrative Assistant in the Forestry Division. This position (PIN #0400038) is in state government, located in Broken Bow, OK. The State of Oklahoma offers a comprehensive Benefits Package, including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents. 

The hourly pay for this position is up to $23.54 based on education and experience.  

Position Description:   

Employees in this position are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials, and performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Typical Functions:

• Participates in projects as team member or team leader
• Develops and implements special procedures
• Initiates correspondence requiring knowledge of agency or program procedures and policies
• Develops and maintains confidential or complex files
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations
• Coordinates activities with internal and external customers
• Establishes educational and/or training programs
• Interviews callers, arranges appointments, and performs other office tasks and duties
• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff.
• Trains or mentor’s other staff.
• Manages schedules, records, correspondence, and document processing that supports program staff in meeting statutory and regulatory requirements at the state and federal level.
• Preference may be given for a degree in a business-related field.

Education and Experience:

Level II: Education and Experience requirements at this level consist of a bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Level III: Education and Experience requirements at this level consist of a bachelor’s degree plus two years of technical clerical, secretarial, or general office work, or an equivalent combination of education and experience.    

Knowledge, Skill, and Abilities:

Level II: Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; establishing and maintaining records; and major policies and procedures governing assigned programs. Ability is required to establish and maintain effective working relationships with internal and external partners, customers, and staff; perform confidential work and maintain confidentiality; and interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form. 

Level III: Knowledge, Skills, and Abilities required at this level include knowledge of technical writing; of business mathematics; compilation of information and data for agency reports, presentations, and training; the dynamics of effective team building; administrative policies and procedures governing human resources, purchasing, accounting, and other administrative functions. Ability is required to work independently with minimal guidance, interpret policy and procedures and respond accurately to inquiries at various levels of complexity from internal and external customers according to agency policy, in written or oral form; represent office, program, or agency at internal and external meetings, as assigned; and maintain staff and client confidentiality.

Physical Demands and Work Environment:

Physical Demands and Work Environment is standard office environment with moderate noise levels and climate control. The role involves primarily sedentary work, requiring long periods of sitting while using computers and phones. While much of the work is computer-based, employees may need to move around the office, access files, and operate standard office equipment. Lifting and moving objects, such as supplies or files, may be required, with maximum weights typically around 25 pounds. This position may require occasional travel, potentially out-of-state, for training or events.

Additional Information:

This position is subject to a twelve-month probationary period.

The Department of Agriculture, Food and Forestry has determined that some positions in this job family are safety sensitive as defined by 63 O.S. § 427.8.

Reasonable accommodation for individuals with disabilities may be provided upon request.

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