Secretary

This position is located in the Water Quality Division - Administration 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 transcript (if applicable) to be considered for this position.

Basic Purpose

Confidential clerical tasks, travel documents, and travel claims for the division director. Provide notice when Division Director will be delayed to next meeting. Management of division director calendar, appointments, and calls.

Typical Functions

• Serve as the confidential secretary for the Water Quality Division Director, including such tasks as scheduling appointments, answering telephones, establishing and maintaining working files, preparing documents, maintaining electronic calendar, making travel arrangements, preparing travel claims, etc.
• Review, proof, and route all documents for accuracy which are for the signature of the Division Director and maintain file copies.
• Provide administrative support to the Assistant Division Director and Chief Engineer.
• Miscellaneous administrative duties including completing the following tasks in the absence of other employee:
• Update floor map monthly
• Update organizational chart monthly
• Manage the PR process for WQD in accordance with agency and division deadlines (make copies, distribute, submit to HR, etc.)
• Complete new employee set up (supplies, IT form, etc.) prior to the arrival of new employees
• Complete and submit freeze exceptions as requested
• Complete and submit business card and other print orders as requested
• Maintain copies of all division used keys
• Serve as one of the WQD ELM administrator (add classes; enroll employees, drop employees, etc.)
• Assist with indexing documents in OnBase and complete task in accordance with timeline established when request is made.
• Work with the rulemaking team to ensure that all deadlines are met, packets are prepared, formatting is completed correctly, etc.
• Learn the Cox Telephone System and provide technical troubleshooting for WQD telephones.
• Other miscellaneous administrative duties as assigned.
  
  

Travel Requirements

Travel – Employee must be willing to travel both in state and out of state for training or as job responsibilities require. Expected to be less than 10% of total work hours.

Education And Experience

Level IV - six years of clerical office work, including three years as an office manager, executive assistant or as a confidential secretary, or an equivalent combination of education including three years as an office manager, executive assistant or as a confidential secretary experience.

Additional Considerations/Preference (These Cannot Eliminate a Candidate)

• Knowledge, Skills, and Abilities – requirements at this level include knowledge of the procedures and techniques of business communications; of spelling, punctuation, business English, and office methods and computer operations and of business arithmetic and public relations. Skill is required to type accurately from a plain copy at a rate of fifty words per minute and provide direction to other technical/clerical employees. Ability is required to handle confidential work with tact and discretion; to exercise judgment in interpreting and applying rules or policy; and to establish and maintain working relationships with others.
• Computer Skills – Employee must be proficient (or quickly become proficient) in utilizing Word, Excel, Outlook and OnBase.
  
  

Physical Requirements

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

Special Requirements

• Secretaries must be able to handle confidential work.
  
  

Other Information Not Included Above

• Leadership – Employee must be able to effectively lead a group of individuals in order to achieve agency and division goals and to complete group projects.
• Communication Skills – Employee must be capable of effectively and politely communicating, both verbally and in writing, with co-workers and customers.
• Flexibility and positive responsiveness – Employee must exhibit positive responsiveness with assigned tasks and with newly identified projects that the agency/division deem necessary to meet program assignments, commitments, and directives. The employee must be capable of working as a team member to meet and advance the overall Agency or Division goals. Additionally, he/she will need to learn how to perform the tasks of other employees in order to serve in that capacity during the absences of those employees. Newly identified projects may encompass working on an individual or team basis.
  
  

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.