Administrative Assistant I

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

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

Job Type

Compensation

Job Description

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 responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities.  It may also include 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

·      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.

·      May prepare invoices and payments of claims, requisitions, purchase orders and other fiscal duties.

·       May supervise subordinate staff.

·      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.

·      Other duties as required.

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:          

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.Basic Purpose

The Complaint Coordinator serves as the primary point of contact for consumer complaints involving licensed dealers, dismantlers, manufacturers, installers, retailers, and communities regulated by the Commission. This position is responsible for receiving, reviewing, tracking, and coordinating complaints from intake through resolution while ensuring compliance with Oklahoma laws, administrative rules, and Commission policies.

Essential Duties

• Primary point of contact for customers with complaints, responding via phone, email, or in-person.
• Document complaints in the complaint management system, capturing all relevant details (customer info, issue description, timeline).
• Prioritize complaints based on urgency and severity, ensuring timely escalation when needed.
• Receive, review, and process consumer complaints.
• Determine Commission jurisdiction and request additional information when needed.
• Maintain accurate complaint records and case files.
• Assign and track complaints through the investigative process.
• Communicate with consumers, licensees, investigators, and Commission staff.
• Prepare complaint-related correspondence, reports, and closing letters.
• Monitor case deadlines and maintain complaint statistics.
• Ensure confidentiality and compliance with applicable laws and regulations.
• Provide excellent customer service and assist with other administrative duties as assigned.

Level Descriptor

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.

Education and Experience

Education and Experience requirements at this level consist of a bachelor’s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.

Ideal Candidate

• The ideal candidate is someone who can remain calm under pressure, communicate with empathy and professionalism, stay highly organized while managing multiple active cases, and ensure every complaint is handled consistently, fairly, and in accordance with Oklahoma law. They should be comfortable working with consumers who may be frustrated while maintaining neutrality and supporting the Commission's mission of protecting the public.

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 active State of Oklahoma employees must apply for open positions internally through the WorkdayJobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact