Support Mission-Driven Work at OCCY as an Administrative Assistant

Oklahoma County | Full-Time | Regular Position

The Oklahoma Commission on Children and Youth is seeking an organized, dependable, and collaborative Administrative Assistant to help support the agency’s daily operations and mission-driven work serving Oklahoma children and families.

This position plays an important role in keeping agency operations running smoothly. From coordinating meetings and travel to assisting with purchasing processes and supporting communication across teams, the Administrative Assistant helps create the structure and organization that allows programs and staff to succeed. The ideal candidate is detail-oriented, adaptable, and comfortable managing multiple responsibilities while working with internal teams, vendors, stakeholders, and the public.

This is an opportunity for someone who enjoys solving problems, staying organized, and helping others while working in a professional and team-focused environment.

Responsibilities may include:

• Provide administrative and operational support to program staff, leadership, committees, and special initiatives.
• Coordinate office operations and administrative activities to support efficient program and agency functions.
• Prepare correspondence, reports, meeting materials, and departmental communications.
• Organize and maintain confidential and program-related files and records.
• Support communication and coordination with internal and external partners, vendors, stakeholders, and the public.
• Schedule meetings, coordinate calendars, arrange appointments, and prepare meeting documentation.
• Assist with planning meetings, trainings, conferences, and special events, including logistical and vendor coordination.
• Coordinate travel arrangements for staff, board members, and partners, including flights, hotels, registrations, and transportation.
• Assist agency leadership and program staff with administrative and fiscal support activities.
• Support purchasing and travel-related processes, including requisitions, purchase requests, invoices, and related documentation.
• Assist with p-card purchasing activities, reconciliation documentation, receipt collection, and records maintenance.
• Track invoices, payments, purchasing documentation, and travel-related records.
• Coordinate with fiscal staff, vendors, and external partners regarding administrative and purchasing processes.
• Prepare reports, presentations, spreadsheets, and other administrative materials.
• Review administrative documents for completeness and accuracy.
• Utilize databases, office software, and technology systems to maintain records and provide information.
• Respond to inquiries from staff, stakeholders, and the public regarding agency programs and activities.
• Participate in projects, process improvement efforts, and special assignments as needed.
• May provide guidance or training to administrative support staff.

Successful candidates should have:

• Knowledge of modern office procedures and business communications.
• Experience with administrative support, records management, travel coordination, and purchasing processes.
• Strong organizational skills and attention to detail.
• The ability to manage multiple assignments and deadlines.
• Strong written and verbal communication skills.
• The ability to maintain confidentiality and professionalism.
• Proficiency with Microsoft Office and office technology systems.
• The ability to build positive working relationships with staff, vendors, partners, and the public.

• Bachelor’s degree plus one year of technical clerical, administrative, secretarial, fiscal support, or general office work; or
• An equivalent combination of education and experience.

• Some in-state and out-of-state travel may be required.
• May require proficiency in typing, keyboarding, and office technology systems.
• May require use of state purchasing, travel, and financial systems.
• May require possession and use of a state-issued purchasing card (p-card) in accordance with agency and OMES policies.

• $41,832 annually

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.