Front Desk Administrative Assistant

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.

Positions in this job family are assigned responsibilities to serve as the frontline for customer service, clients, and internal operations, this position will manage front-desk operations, greet visitors, answer incoming communications, provide administrative support across departments, and serve as a key resource for operational support.

This position is On-site / In-Office and is not eligible for telework or hybrid arrangements; being present at the office is an essential function.

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Serve as the primary point of contact for agency operational services.
• Serve as the primary point of contact for all walk-in customers and visitors.
• Greet clients, partners, and vendors, check them in, and notify appropriate staff members.
• Maintain a clean, professional, and organized front lobby and reception area.
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• Answer multi-line phones, screen and route calls, take detailed messages, and disseminate information appropriately.
• Respond to general inquiries from the public, visitors, and agency partners via phone and email.
• Open, sort, collect, distribute, and deliver incoming mail, packages, faxes, and courier items and process outgoing mail, correspondence, and packages.
• Perform data entry, light typing assignments, photocopying, scanning, and posting/recording data.
• Interviews callers, arranges appointments, and performs other office tasks and duties
• Support team members and assist with other operational and administrative duties as assigned.

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.

This is the full performance level where duties and responsibilities assigned are at the full performance level.  Employees will establish and maintain positive working relationships, respond to internal and external customer inquiries according to applicable policies and procedures in written and oral form, perform assigned administrative and operational tasks, this may include editing and auditing various reports for accuracy and ensuring errors are corrected, inventory control and similar duties, and participate in team, unit, or office projects to improve the effectiveness and efficiencies in delivering agency services.

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; establishing and maintaining records; and major policies and procedures governing assigned programs.

Ability is required to establish and maintain effective working relationships with internal and external partners, customers, and staff; perform confidential work and maintain confidentiality; and interpret and respond to inquiries at various levels of complexity in accordance with agency policy, in written or oral form.

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

Strong preference will be given to candidates who are bilingual in Spanish (reading, writing, and speaking).

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 Workday Jobs 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