Secretary III - Oklahoma City, United States - State of Oklahoma

Description

Job Posting Title

Secretary III

Agency

308 STATE BUREAU OF INVESTIGATION

Supervisory Organization

State Bureau of Investigation

Job Posting End Date (Continuous if Blank)

May 24, 2024

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

Full time

Job Type

Regular

Compensation

Annual Salary - $39,504.62

Job Description

This position is located in the South-Central Regional Office in Oklahoma City, OK.

Basic Purpose

• Positions in this job family are assigned responsibilities for performing confidential secretarial duties for an agency official or administrator.

Major Work Duties

• Reviews investigative reports for grammatical errors and compliance with ACISS procedures and the OSBI Report Writing Manual. Once corrections that do not affect the content of the report are made, forwards the report to the region or unit lieutenant for review and approval. If corrections were needed that may affect the content of the report, sends the reports back to the reporting agent for review and correction.
• Works closely with the captain and lieutenant of the assigned region or unit to prepare prosecutorial reports, investigative reports, receipts, and other documents for dissemination by the imposed deadlines to statutory requestors and/or other statutorily authorized recipients according to OSBI policy and procedure and state statute. Makes transcripts when needed that are complete, accurate, and acceptable for court proceedings, promptly, with a minimum number of errors.
• Responsible for the organization, security, maintenance, and confidentiality of records of the region or unit to ensure accessibility to authorized personnel upon request. Ensures the region or unit maintains and adequate supply of office supplies on hand; coordinates repairs of office equipment as needed with internal and external sources; and other general office duties and assignments as needed.
• Runs monthly queries through ACISS to ensure regional or unit statistics and required information is being captured and reported correctly.
• Answers the region or unit telephone during regular business hours politely and professionally; greets the public and attempts to resolve requests or provide direction to the appropriate authority. Receives initial telephonic requests for assistance from statutory requestors and promptly forwards said requests to the region or unit captain or lieutenant if the captain is unavailable for assignment. Takes detailed telephone messages for region or unit personnel on OSBI business-related matters and promptly forwards said messages accordingly.

Typical Functions

• Opens, scans or reads and distributes mail; composes official correspondence for supervisor's signature, disposes of routine correspondence.
• Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries.
• Receives visitors; answers inquiries personally or refers to appropriate official.
• Arranges for special conferences and meetings; maintains supervisor's calendar, advising od commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account.
• Independently researches, assembles and summarizes materials, information and data for administrative board or commission consideration and action; takes and transcribes dictation of confidential, technical or legal materials requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences.
• Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, missions and/or budget; drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contacts and/or policy.
• Supervises administrative or clerical assistants.

Level Descriptor

• At this level employees perform confidential secretarial work for the assistant administrator of a major service area; may direct the work of other technical/clerical employees.

Education and Experience

• Education and Experience requirements at this level consist of five years of clerical office work, including two years as an office manager, executive assistant or as a confidential secretary, or an equivalent combination of education including two years as an office manager, executive assistant or as a confidential secretary experience.

Knowledge, Skills, Abilities and Competencies

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

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 Workday Jobs Hub.