Job Posting Title

Administrative Assistant I-Oklahoma Museum of History

Agency

350 HISTORICAL SOCIETY

Supervisory Organization

Oklahoma Historical Society

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

Job Description

Basic Purpose

Positions in this job family 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; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Typical Functions

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• 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 mentors other staff.

• Supervises subordinate staff.  This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties. 

Level Descriptor

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Education and Experience

Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Special Requirements

The Oklahoma History Center Museum is looking for a full-time Administrative Assistant to assist the Director of the Museum, coordinate division purchases, and facilitate division day-to-day operations

Duties:

• Coordinates and tracks all division P-Card purchases and other division purchases. Utilizes P Card to make many division purchases in various areas. Tracks all division purchases, budgets, and contracts.  

• Works with the OHS Agency Purchasing Officer to coordinate other division purchases including, but not limited to, purchase orders.

• Inputs and implements division purchase requests as required.

• Serves as primary organizational liaison for the Friends of the History Center and OHS Board Committee in all aspects of operations. This will include, but is not limited to, prepping for meetings, taking and maintaining meeting minutes, and handling general correspondence as needed.

• Coordinates administrative duties for OMH departments including, but not limited to, volunteers, exhibits, collections, and learning and engagement.

• Organizes and facilitates division supplies.

• Facilitates all mail functions for the division.

• Schedule and coordinate staff and other meetings.

• Answers emails and the phone in a professional manner.

• Prepare communications, such as memos, emails, invoices, reports, and other correspondence

• Write and edit documents from letters to reports and instructional documents.

• Other duties as assigned to assist the Director of the Museum of History and other museum departmental supervisors as required and necessary. 

 

Required Skills:

• Excellent interpersonal skills

• Professional communication skills, both verbal and written

• Organized; ability to manage multiple tasks and projects at any given time

• Critical thinking and problem-solving skills

Minimum Qualifications:

• Critical thinking and problem-solving skills

Preferred Qualifications:

• Some State of Oklahoma finance and purchasing experience/knowledge

• Experience using, managing, and reporting with a P-Card

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