New job Executive Assistant (Temp) in Oklahoma
Executive Assistant (Temp)
Company : The State of Oklahoma
Salary : Details not provided
Location : Oklahoma
Executive Assistant (Temp)
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Oklahoma Pardon and Parole Board
The salary for this position is commensurate with education and experience. A criminal background check is required.
This unclassified position reports directly to the Executive Director of the Pardon and Parole Board and provides administrative, clerical, and support functions to the Executive Director, Deputy Director, Staff Attorney, and other staff as assigned.
ESSENTIAL FUNCTIONS AND DUTIES OF THE POSITION:
The essential function and duties of this position may include, but are not limited to the following:
• Provides administrative, clerical, and support functions to the Executive Director, Deputy Director, Staff Attorney, and other staff as assigned;
- Prepares and processes correspondence for signature requiring knowledge of agency procedures and policies as outlined through oral or written directions;
- Prepares forms and documents requiring knowledge of agency procedures and policies;
- Receives, relays, and refers telephone calls to appropriate staff members and/or answers;
- Discerns issues and information to ensure that the Executive Director is apprised immediately of urgent information, especially those items that are sensitive;
- Receives visitors and refers to the appropriate staff member;
- Handles meeting requests, schedules appointments, and provides research and documentation prior to meetings;
- Prepares, reviews, and submits accurate travel claims for Board members and agency staff and obtains missing information when needed;
- Maintains an efficient record-keeping systems and accurate and up-to-date filing system for all administrative documents, Board and non-Board files and other agency documents;
- Prepares for review pardon and parole certificates;
- Screens and responds to incoming telephone calls to the Executive staff; and,
- Provides back-up support to administrative staff in answering the telephone, responding to callers or directing callers to the appropriate individual, in responding to status calls with offenders or offender's delegates, and providing confirmation numbers to victims, victim representatives, and delegates of offenders for board meeting attendance.
- Ensures the set-up for Board meetings including, room set-up, materials, equipment, and audio-visual equipment, etc.;
- Maintains board member information, including a list of current Board members, appointment dates, attendance at meetings, and annual training requirements;
- Attends the business meetings and takes minutes; and,
- Prepares Executive Director and Staff Attorney binder for board meetings; and,
- Enters all information required to issue parole certificates and amended parole certificates. Sends all parole certificates by electronic transmission.
- Coordinates educational and/or training programs for Board meetings, administrative and/or field staff;
- Collects, compiles, records, or otherwise gathers data and prepare standard and custom spreadsheets, forms, documents, and reports with information necessary for decision-making;
- Prepares PowerPoint presentations agency personnel, or the Executive team for staff meetings, board meetings, legislative meetings, etc.; and,
- Assists in the preparation of the annual progress report as required by statute;
• High school diploma;
- Five years’ experience with clerical office work or an equivalent combination of education and experience;
- Outstanding skills in working with the public as well as other state agencies;
- Ability to interpret and apply rules and policies as provided in the agency’s Employee Handbook and Policies and Procedures Manual;
- Knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures;
- The ability to follow oral and written instructions;
- Ability to handle a variety of administrative and clerical tasks in a professional manner;
- Excellent communications skills, both oral and written;
- Self-motivated with exceptional organization skills, including the ability to plan, coordinate, and evaluate activities in multiple areas;
- Resourcefulness and the ability to resolve problems with minimal guidance;
- Ability to utilize tact, discretion, and diplomacy when interacting with Board members, criminal justice professionals, and the public;
- The ability to work independently and within a team on special and/or nonrecurring ongoing projects;
- Proficiency in MS Office Suite (Word, Excel, PowerPoint); and,
- Proficiency in MS Outlook.
• Bachelor’s degree is preferred;
- Prior experience as an Executive Assistant is preferred;
- Knowledge of state government is preferred;
- Knowledge of the Pardon and Parole Board is preferred;
- Proficiency in Access; and,
- Knowledge of Open Records Act and Open Meeting Act.
• Sitting at a desk and using a computer terminal and keyboard;
- Filing and retrieving hardcopy and electronic files;
- Using recording equipment to record and transcribe minutes;
- Using the typewriter, calculator, copier, and fax machine;
- Making and receiving telephone calls throughout the day;
- Moving tables and chairs and other light furniture to the proper arrangement for the Board; and,
- Ability to travel on occasion.
Veteran's Preference Points Apply only for initial appointment in the Classified Service.