Executive Administrative Assistant

Job Posting Title

Executive Administrative Assistant

Agency

695 OKLAHOMA TAX COMMISSION

Supervisory Organization

Administration

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

Executive Administrative Assistant

Salary - $55,000

WHY YOU’LL LOVE IT HERE!

TRANSPARENCY. FAIRNESS. COMPLIANCE. The Oklahoma Tax Commission is committed to leading Oklahoma with unparalleled customer service. Our mission is to promote tax compliance through serving taxpayers with transparency and fairness in administration of the tax code and unparalleled customer service. Check out our About Us page to learn why we are passionate about tax compliance and believe it is the career for you!

There are perks to working for the OTC. We know that benefits matter, and that is why we offer a competitive benefits package for all eligible employees:

• Generous state-paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations. 
• Flexible spending accounts for health care expenses and/or dependent care.
• A Retirement Savings Plan with a generous match.
• 15 days of paid vacation and 15 days of sick leave for full-time employees the first year.
• 11 paid holidays a year.
• Paid Maternity leave for eligible employees.
• Employee discounts with a variety of companies and venders.
• A Longevity Bonus for years of service.

JOB SUMMARY

The Executive Administrative Assistant provides assistance and support to the Executive Leadership team and assigned divisions of the Oklahoma Tax Commission. 

DUTIES AND RESPONSIBILITIES

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

• Plans, organizes, and coordinates meetings, conferences, activities, and appointments; prints and prepares documents, visuals, or packets; creates agenda, record minutes, and transcribe dictation of confidential, technical, or legal material; advises and directs agency staff in preparing information and materials for consideration by Executive Leadership and assigned divisions.
• Opens, sorts, and distributes mail; serves as point-of-contact for all deliveries and pick-ups, including shred bins, maintenance of copier/printer/scanner machines, etc.
• Screen phone calls; responds to general inquiries; transfers callers to appropriate staff members or their voicemails.
• Greets visitors; answers general inquiries; refers to appropriate official.
• Schedules conference rooms; maintains conference rooms calendars; assists in set-up and break-down of conference rooms.
• Arranges for special conferences and meetings; maintains Executive Director’s calendar, advising of commitments.
• Calculates estimated costs for travel; arranges travel itinerary and accommodations; prepares and submits travel claims for reimbursements; submits expense report to Budget Manager.
• Assists with preparation of reports; creates and maintains tracking logs; prints, copies, or scans documents; initiates employee evaluations for Executive Leadership and assigned divisions.
• Independently researches, assembles, and summarizes material, information and data for Executive Leadership’s consideration and action; takes and transcribes dictation of confidential, technical, or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences.
• Assists with preparation of reports; creates and maintains tracking logs; prints, copies, or scans documents; initiates employee evaluations for supervisors.
• Submits requisitions, printing jobs, business cards, and software clearance requests.
• Prepares work orders; reconciles billing statements.
• Places orders and maintains inventory for office and kitchen supplies.
• Composes division-level correspondence on behalf of Executive Leadership and assigned divisions to be distributed to internal staff and external organizations; prepares official correspondence for signatures.
• Develops and maintains confidential and/or complex files; maintains an organized file system for both paper documents and e-files.
• Schedules interviews; prepares interview packets; assists with onboarding for the Executive Leadership and assigned divisions.
• Light cleaning in the common areas, including the break room/kitchen, hallways, copy rooms and conference rooms.
• Provides legislative support; receives calls from Legislators on complaints and/or comments from the public to the agency; prints and prepares packets; manages the registration table for events or meetings.
• Assists Executives and assigned divisions when needed.

COMPLEXITY OF KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of

• Office methods and the procedures and techniques of business communications, including spelling, punctuation, and business English.
• Computer technology principles, terminology, and automated systems
• Business arithmetic
• Public relations

Skills in

• Typing accurately at a rate of 50 words per minute.
• Interpersonal skills
• Using a computer and applicable software.
• Proficient in Microsoft Office programs.
• Proficient analytical, critical thinking and problem-solving abilities.
• Outstanding communication skills, both verbal and written
• Active listening.
• Exceptional attention to detail.

Ability to

• Prioritize assigned tasks requested from different leaders.
• Handle confidential work with tact and discretion.
• Exercise judgment in interpreting and applying rules or policy..
• Establish and maintain working relationships with others
• Work effectively in a fast-paced environment.
• Prioritize tasks to meet deadlines.
• Communicate effectively with high-level leadership.
• Be self-motivated, dependable, and professional.
• Be adaptable and flexible, even under stressful conditions.

MINIMUM QUALIFICATIONS

Education and Experience requirements at this level consist of

• A bachelor’s degree in any field; PLUS, one year of highly technical clerical work:
• OR five years of highly clerical work:
• OR an equivalent combination of education and experience.

SPECIAL REQUIREMENTS

This position may require occasional travel.  Applicants must have reliable transportation and be willing and able to perform all job-related travel.  Possession and maintenance of a valid Oklahoma State Driver’s License is also required. 

This position will be required to work on-site Monday-Friday, from 7:30am-4:30pm. 

Telework may be required based on the needs of the agency, division, and section.  If applicable, applicant must be willing and able to BOTH work on-site and telework at an off-site location, generally in the applicant’s home.  Applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours.

This position has access to Federal Tax Information (FTI) and is required to uphold the strictest standards of confidentiality as an essential part of its job responsibilities. This includes safeguarding all tax information obtained from records, files, tax returns, and departmental investigations, whether in paper, electronic, or verbal form.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may