Administrative Assistant - #1408711

This position is located in the Water Quality Division - Drinking Water State Revolving Fund Section in Oklahoma City.

All applicants must be able to pass a background check and must be able to legally work within the United States. DEQ does not allow sponsorship for those on a H-1B visa.

Application Requirements

All applicants must upload a resume, references, and an official college transcript (if applicable) to be considered for this position.

Basic Purpose

The responsibilities of this position include providing administrative support to the Drinking Water State Revolving Fund (DWSRF) Section; supporting others within the Water Quality Division; providing in-office division phone and reception desk coverage; distributing incoming and outgoing mail and other materials to appropriate personnel; managing DWSRF documents and other correspondence through a variety of manual, automated, and electronic processes including the construction database and nForms; maintaining various filing systems and computer records; tracking of payment requests and disbursement vouchers; determining disadvantaged status of public water supplies; generating database and other internal reports; assisting internal and external customers on the phone, through written communications, or by other means; improving administrative functions; training staff on administrative functions; and conducting other duties as assigned.

Typical Functions

• Provide primary administrative support for the DWSRF Section.
• Provide administrative support to other staff, management, sections, and groups within the Water Quality Division, as needed, including rotational coverage of the divisional reception desk.
• Process, distribute, and track incoming and outgoing correspondence and other DWSRF documents to the appropriate internal and external customers.
• Coordinate and manage the review and mailing of DWSRF documents.
• Scan and index documents into electronic document management systems.
• Enter and track DWSRF documents and actions into databases.
• Track payment requests and disbursement vouchers.
• Make disadvantaged community determinations for public water supplies.
• Perform data entry and quality assurance tasks, run queries, and generate database reports.
• Advise and coordinate internal and external customers on and with program areas and activities.
• Interview callers, arrange appointments, schedule meetings, and handle office details.
• Develop, maintain, and improve procedures for administrative functions.
• Train new and existing staff in administrative functions.
  
  

Education And Experience

Level I - bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Level II - a bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Travel

Administrative assistants must have reliable transportation within the OKC metropolitan area.

Physical Requirements

• Administrative assistants must be able to operate a personal computer for long periods of time.
• Administrative assistants must be able to carry equipment or supplies of up to 25 pounds.
  
  

Special Requirements

Administrative assistants must be able to handle confidential work.

Benefits

• Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually.
• A comprehensive Benefit Package with a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.
  
  

Not all applicants will receive an interview. If you are selected to be interviewed, you will be notified by email.