Assistant Admin II - Adult Education & Employment Division

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

• Provide administrative support to leadership team.


• Prepare and proof correspondence, reports, manuals, and other documents; recommend edits for clarity and accuracy.


• Perform data entry and manage databases; create forms, tables, and spreadsheets.


• Maintain organized files, program materials, and new employee binders.


• Register staff for conferences and coordinate travel and lodging as needed.


• Identify and communicate workflow or operational issues to leadership to improve efficiency and customer service.


• Maintain and update telephone directories and reference materials.


• Maintain knowledge of agency and community services.


• Ensure a safe and secure work environment; report safety, compliance, and policy concerns.


• Manage petty cash, change reserves, and agency charge cards in accordance with policy.


• Ensure security and accountability of all agency funds.


• Track receipts and complete monthly credit card reconciliations within deadlines.


• Process reimbursements for training, certifications, and related expenses.


• Coordinate building maintenance, repairs, and cleaning services; perform Floor Safety Officer duties.


• Maintain inventory and manage office supply procurement.


• Obtain pricing, process purchase requests, and track order fulfillment.


• Purchase and manage distribution of incentives (e.g., gift cards, bus passes).


• Review invoices (e.g., translation services) for accuracy and obtain approvals.


• Ensure compliance with safety and operational policies.

QUALIFICATIONS

Education:

• Must be a high school graduate or have HS equivalent

EXPERIENCE:

• 1 +  years of administrative experience, particularly in education or healthcare environments. 

PERFORMANCE COMPETENCIES: 

• Communication


• Decision Making


• Engagement


• Initiative and Accountability


• Interpersonal


• Learning


• Organizational Alignment


• Quality of Work

KNOWLEDGE/SKILLS/ABILITIES:

• Adjust to changing priorities, unexpected situations, and new challenges while remaining productive and effective.


• Establish and maintain professional relationships with students, clients, families, caregivers, colleagues, and community partners.


• Work independently with limited supervision and produce results in a timely, accurate and meaningful manner.


• Work effectively with others is important for successful multidisciplinary teamwork. This includes the ability to work cooperatively, to contribute positively to group dynamics, and to share knowledge and resources.


• Efficiently and effectively manage multiple tasks, projects, and responsibilities concurrently.  This includes juggling multiple demands simultaneously and being skilled at adapting to changing priorities in a fast-paced work environment.


• Consistently review and verify information for accuracy, detect errors, and take steps to correct them.  This quality is essential for producing high-quality work and ensuring tasks are executed with precision and completeness.


•  Use tools, systems, and processes to streamline workflows, keep track of essential information, and consistently meet deadlines.  This skill is is essential for optimizing productivity and contributing to the overall efficiency of the team.


• Must be able to demonstrate basic proficiency with Microsoft office software.

CERTIFICATIONS/LICENSES:

• Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.

OTHER INFORMATION

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act.  Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing.  Marijuana is one of the substances included in the drug panel screening.  Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.