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Administrative Assistant


Basic Purpose

Positions in this job family are assigned responsibilities for providing administrative support for program areas and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official.  This may include supervising an administrative or clerical unit, responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities.  It may also include responsibility for supervising an assigned staff of administrative technicians in performing duties involving the processing of applications for various types of permits or licenses, maintaining various records, preparing correspondence or other materials, and similar activities.

Typical Functions

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

  • Trains other staff
  • Assigns projects to staff as needed; develops and places in operation 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.
  • Prepares invoices and payments of claims, requisitions, purchase orders and other fiscal duties.
  •  May supervise subordinate staff.
  • Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.
  • Coordinates activities with internal and external customers.
  • May establish educational and/or training programs.
  • Interviews callers, arranges appointments, and handles office details.
  • Enters and retrieves information using Personal Computer or other data processing equipment and receives and reviews coded and uncoded source documents; reviews data and makes routine corrections.


Level Descriptors

The Administrative Assistant job family consists of two levels, which are distinguished, based on the level of complexity of specific job assignments, the extent of responsibility assigned, and the level of expertise required for the completion of assigned projects.

LEVEL I: Code: E17A Salary Band: H

This is the career level where duties and responsibilities will be performed at all levels of complexity.  Employees may supervise others.

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs.  Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.

Education and Experience requirements at this level consist of four years of technical clerical office work or an equivalent combination of education and experience.

LEVEL II:                                  Code:  E17B                             Salary Band:  I

At this level duties and responsibilities will be at all levels of complexity.  Employees will coordinate activities both internal and external to the organization or program and may supervise others in performing various administrative duties or other activities.

Knowledge, Skills, and Abilities required at this level are the same as those identified in Level I plus knowledge of supervisory principles and practices.

Education and Experience requirements at this level consist of those identified in Level I plus one year of additional qualifying experience.

Special Requirements

Some positions within the Oklahoma Department of Human Services may require frequent job-related travel.

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