Job description
Job Posting Title
Executive Assistant
Agency
345 DEPARTMENT OF TRANSPORTATION
Supervisory Organization
Project Delivery
Job Posting End Date (Continuous if Blank)
May 10, 2023
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
Annual Salary:
$55,900.00
Job Description
This position is located at ODOT's Central Office.
NOTE: The filing deadline for this position is
5/9/2023 @ 11:59P
Job Summary
The Oklahoma Department of Transportation is seeking to fill an Executive Assistant to the Director of Project Delivery and Design. The individual selected will perform administrative, professional, and highly technical duties as well as manage special projects assigned. This person must be very organized and possess exceptional interpersonal skills to optimize productivity, efficiency and service quality across various environments and be able to act without guidance.
Primary Duties include:
- Advises the Director of Project Delivery & Design on current problems and issues of the day-to-day operations of the agency; assists in interpreting laws and regulations concerning employee services; Acts as payroll/insurance/HR liaison for Office of Project Delivery & Design
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the Director of Project Delivery & Design.
- Manages all administrative responsibilities for the office of Project Delivery & Design, including retrieving mail, drafting correspondence, maintaining calendar for the Director, planning and scheduling in person and virtual meetings using Microsoft Teams, scheduling conferences and arranging travel. Answering phones and providing assistance. Purchase and maintain office supplies, maintaining inventory and anticipating future needs. Requests, maintains and closes out all yearly division purchase/authority orders for Emergency Purchases as well as Travel Claims. Processes monthly mileage/gas reports, input invoices/travel Claims Director of Project Delivery & Design.
- Participates as a member of the Administrative Staff in top level management meetings involving the formulation, development and effectuation of policy regulations and programs and in recommending the development or modification of legislation to further refine and effect a more efficient and sophisticated operation.
- Actively participate in the Transportation Cabinet’s Modernization Initiative. Provide feedback and collaborate to enhance processes, encourage efficiencies and develop better communication with management and peers.
- Maintains Supervisor and co-worker’s confidence and protect operations by keeping information confidential
- Gather information for open record requests
This position requires expert level knowledge of Microsoft Office software, as will maintain and create highly technical spreadsheets and other documents. The ability to multi-task is essential as they will work close with the Director of Project Delivery & Design as well as personnel under Director’s purview to manage information flow in a timely and accurate manner.
Education and Experience
Minimum five (5) years serving in an executive technical assistant position and expertise with the Microsoft Office Suite of software applications.
Preferred knowledge, Skills, and Abilities
Two (2) years of working in a professional executive office, information technology environment and/or a bachelor's degree in business related fields or information technology. Outstanding organizational and time management skills. Excellent verbal and written communications skills. Discretion and confidentiality.
Equal Opportunity Employment
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.
Current State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'.
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