Executive Administrative Assistant

Job Posting Title

Executive Administrative Assistant

Agency

309 DEPARTMENT OF EMERGENCY MANAGEMENT

Supervisory Organization

OEM

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 range depending on education and experience

$33, $78,527.00

Job Description

Basic Purpose

Position Summary

Under the direction of the Executive Director, the Executive Administrative is assigned responsibilities involving 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

• Directs human resources, staff development, or training activities in all phases of an agency human resources management or development program or plans, organizes or directs a major phase of a comprehensive human resources management or training program of considerable size and scope.
• Interprets and applies laws and rules concerning human resources management, personnel administration, or staff development to a variety of human resources matters including classification, selection and recruitment, compensation, staff development and training, employee benefit programs and employee transactions and records.
• Directs or conducts classification studies, job audits, and other actions to identify duties and responsibilities assigned to positions and employees; makes recommendations concerning job classifications, changes in organization structure and other matters.
• Directs or completes activities related to recruitment, grievance management, employee relations, adverse actions, compensation, employee selection, human resources development and other personnel matters; advises agency officials and employees of State of Oklahoma employment rules and agency policies concerning employee and applicant actions.
• Coordinates or conducts activities related to complaints or appeals concerning violations of the state employment laws or rules such as investigations, training, alternative dispute resolution, grievance management, progressive discipline, and administrative hearings.
• Represents the agency to other state agencies, employee groups, and other organizations in matters pertaining to human resources management or personnel administration.
• Participates in preparation of agency budget and budget work programs; develops agency or division policies and procedures in accordance with applicable laws and rules.
• Directs or performs activities related to payroll administration, including verification of employee time sheets, reconciliation of leave and hours worked, and coordination with finance to ensure timely submission of time sheets and payroll.
• Other duties as assigned.

Education and Experience

Education and Experience requirements at this level consist of eight (8) years of administrative/clerical office work including five (5) years of experience as an office manager, executive assistant, or confidential secretary to include 1 year of supervisory experience or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every one (1) year of experience.

Knowledge, Skills, and Abilities

Knowledge, Skills, and Abilities required include knowledge of procedures and techniques of business communication; spelling, grammar, and punctuation; business arithmetic, office methods, public relations, computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat, supervisory practices and principles, and administrative rules governing personnel management.

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, and motivating staff to achieve a high-level of customer service.

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; to establish and maintain a confidential work environment, and build a team within in the executive's office to meet agency, and external stakeholder's, partner's, and customer's expectations.

Preferences

Preference will be given to candidates who possess a bachelor's degree in business administration, office administration, or project management.

Physical Demands and Work Environment

Work is typically performed in an office setting with climate-controlled settings and exposure to mild noise level. This position requires long periods of sitting and daily use of computer and telephone.

Special Requirements

Must be able and willing to perform all job-related travel in-state and out-of-state when necessary, including overnight travel. Percentage of travel time: less than 10%.

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

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