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Administrative Assistant: Position Description

Under the direction of the Director of Operations, the Administrative Assistant will perform routine clerical and administrative functions along with any other support to the agency staff as needed. 

Administrative Assistant’s duties include

  • Greet visitors and direct them to appropriate staff 
  • Answer telephone, take messages and deliver to appropriate staff 
  • Receive, sort and distribute incoming mail 
  • Maintain filing systems (electronic and paper) 
  • Maintain knowledge of staff schedules and update calendars as needed 
  • Provide support to staff such as make meeting room arrangements, set up room, prepare handouts or other materials for meetings and set up equipment if requested, etc. 
  • Reserve vehicles for staff use 
  • Assist other administrative personnel with various report preparation 
  • Update and maintain various email and mailing distribution lists 
  • Weekly scanning of paid invoices, correspondence, and other documents as needed 
  • Coordinate and maintain record retention schedules with the Department of Libraries
  • Provide periodic administrative support to staff for special projects or periodic tasks 
  • Other duties as assigned 
  • This position will not supervise 

Knowledge, Skills and Abilities

  • Proficient in spelling, punctuation, and business English 
  • Proficient in business mathematics 
  • Familiar with modern office methods and procedures and maintenance of records 
  • Capable of maintaining effective working relationships with others 
  • Ability to handle confidential work 
  • Interpret and handle routine matters in accordance with agency policy 
  • Ability to follow oral and written instructions 
  • Outstanding customer service skills 
  • Advanced computer skills with Microsoft Office products 
  • Working knowledge of document scanning 
  • Self-motivated and able to work independently to accomplish assigned tasks 
  • Experience with PeopleSoft and SmartSheet is a plus 

Education and Experience

  • High school education or equivalent 


  • At least two years of experience in technical or administrative assistant office work 


Salary Range
$32,000 - $36,000/annually plus benefits 

Closing Date: Friday, July 19, 2019 at 4:30 p.m. 

Resume with cover letter submitted by mail may be sent to: 
LaToshia Broadwater 
Oklahoma Tobacco Settlement Endowment Trust 
2800 N. Lincoln, Suite 202 
Oklahoma City, OK 73105 

Electronic resumes MUST be received by 4:30 p.m. on closing date and may be sent to:
[email protected]