Administrative Assistant

Application Requirements 

All applicants must upload a resume, cover letter, references, and a transcript (if applicable) to be considered for this position. 

Basic Purpose 

• Provide primary administrative support for the PWS Compliance Section. 

• Provide administrative support to other staff, management, sections, and groups within the Water Quality Division, as needed, including rotational coverage of the divisional reception desk. 

• Process, distribute, and track incoming and outgoing correspondence and enforcement documents to the appropriate internal and external customers. 

• Coordinate and manage the preparation, review, and execution of enforcement documents. 

• Scan and index documents into electronic document management systems (e.g., Onbase). 

• Enter and track enforcement documents and actions into enforcement databases (e.g., SDWIS). 

• Perform data entry and quality assurance tasks, run queries, and generate database reports. 

• Advise and coordinate internal and external customers on and with program areas and activities. 

• Interview callers, arrange appointments, and handle office details. 

• Develop, maintain, and improve procedures for administrative functions. 

• Train new and existing staff in administrative functions. 

• Prepare and review invoices, requisitions, purchase orders, and purchase memos. 

Typical Functions 

• Provide primary administrative support for the Public Water Supply Compliance Section. 

• Provide administrative support to other staff, management, sections, and groups within the Water Quality Division, as needed, including rotational coverage of the divisional reception desk. 

• Process, distribute, and track incoming and outgoing correspondence and other documents to the appropriate internal and external customers. 

• Coordinate the review and mailing of documents. 

• Scan and index documents into electronic document management systems. 

• Enter and track documents and actions into databases. 

• Perform data entry and quality assurance tasks, run queries, and generate database reports. 

• Advise and coordinate internal and external customers on and with program areas and activities. 

• Interview callers, arrange appointments, schedule meetings, and handle office details. 

• Develop, maintain, and improve procedures for administrative functions. 

• Train new and existing staff in administrative functions. 

Travel Requirements 

• Administrative assistants must have reliable transportation within the OKC metropolitan area. 

Education and Experience 

Level I - Bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience. 

Level II - Those identified in level I plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience. 

Physical Requirements 

• Administrative assistants must be able to operate a personal computer for long periods of time. 

• Administrative assistants must be able to carry equipment or supplies of up to 25 pounds 

Special Requirements 

• Administrative assistants must be able to handle confidential work. 

Other Information not included above:  

• Administrative assistants must have knowledge of spelling, punctuation, and business English.  

• Administrative assistants must have knowledge of business mathematics.  

• Administrative assistants must have knowledge of modern office methods and procedures.  

• Administrative assistants must have the ability to maintain complex records.  

• Administrative assistants must be capable of learning the major policies and procedures governing assigned programs.  

• Administrative assistants must be able to maintain effective working relationships with others.  

• Administrative assistants must be able to interpret and handle routine matters in accordance with agency policies.  

• Administrative assistants must be able to follow oral and written instructions.  

Benefits 

• Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually. 

• A comprehensive Benefit Package with a generous Benefit Allowance to offset the cost of insurance premiums for employees and their eligible dependents. 

Not all applicants will receive an interview.  If you are selected to be interviewed, you will be notified by email.