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Administrative Officer – Position Description

Oklahoma Tobacco Settlement Endowment Trust
Board of Directors

POSITION DESCRIPTION: 

Administrative Officer

Applications are now closed.

The Oklahoma Tobacco Settlement Endowment Trust (TSET) is a grant-making agency which serves as a partner and bridge builder for organizations working towards shaping a healthier future for all Oklahomans. TSET provides leadership at the intersections of health by working with coalitions and initiatives across the state, by cultivating innovative and life-changing research, and by working across public and private sectors to develop, support, implement and evaluate innovative, high-impact strategies to improve the public’s health. 

POSITION SUMMARY 

The Administrative Officer is assigned responsibilities which involve planning, organizing, coordinating and providing administrative services, project management, and related support to the Director of Operations. The Administrative Officer serves as agency liaison with HR, Risk Management IT, departments and to streamline agency needs under the direction of the Director of Operations. 

Administrative Officer’s duties include: 

  • Onboarding of new employees 
  • State purchase card holder 
  • Monthly payroll coordination 
  • Membership and subscription renewals 
  • Agency liaison for HCM, IT and Risk Management 
  • Coordination of various annual reports such as risk assessment 
  • Agency PMP tracking 
  • Tracking of all agency job descriptions 
  • Tracking of required supervisory training hours for agency supervisors 
  • Coordinates with temporary employment service for interns 
  • Tracks inventory of furniture and equipment 
  • Coordinates surplus inventory paperwork 
  • Maintains all agency policies and procedure manuals 
  • Coordinates agency ID cards 
  • Prepares correspondence and other official documents for the Director of Operations 
  • Tracks employee anniversary dates 
  • Register staff for training opportunities 
  • Provide periodic administrative support to staff for special projects or periodic tasks 
  • Other duties as assigned 

Education and Experience: 

  • Four year degree from an accredited university 

OR 

  • An equivalent combination of education and experience, substituting one year of demonstrated experience in providing administrative support to the executive staff or similar experience for each year of the required degree 

Salary Range: 

  • $42,000 - $46,000/annually plus benefits 

Knowledge/Skills & Abilities: 

  • Proficient in Oklahoma Office of Management and Enterprise Services business processes, software, and systems. 
  • Proficient in oral and written communication. This includes the ability to prepare reports that provide financial information as well as a narrative analysis of the information provided in a professional manner that may be understood by the general public. Ability to work as part of a team. TSET staff work with numerous state, national, and local organizations on a day-to-day basis to accomplish the mission of the agency. 
  • A high regard for ethical and transparent business practices is essential. 
  • Knowledge of rules and regulations pertaining to State of Oklahoma agency business practices. 
  • Ability to learn and follow TSET-related constitutional and statutory requirements, and board policy related to governance, financial management, reporting requirements, and related issues. 
  • Ability to analyze complex situations and proactively develop appropriate recommendations to improve efficiencies related to business processes. 
  • Must be highly organized and able to provide proactive support for the Director of Operations. 
  • Ability to maintain flexibility and troubleshoot problems to help ensure delivery of outcomes and deliverables within a timeline and budget in a demanding and dynamic environment. 
  • Experience with Excel, PeopleSoft and SmartSheet a plus. 

Please email resumes with a cover letter to: 

Dianne McGarry 
diannem@tset.ok.gov 
Oklahoma Tobacco Settlement Endowment Trust 
3800 N. Classen Blvd., Suite 200 
Oklahoma City, OK 73118 
Electronic resumes MUST be received by 4:30 pm on closing date. 

Applications are now closed.
Closing Date: February 22, 2019