Administrative Assistant

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• provide administrative support for operations, plant, and field activities
• responsible for preparing reports, processing invoices, coding invoices, record management and assisting with projects
• research, compile, and prepare reports or correspondence related to operational, financial, or compliance activities
• process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs and track costs, to meet GAAP and SOX guidelines
• administer processes for vehicle procurement/registration and Request for Service (RFS) coordination
• update and maintain logs, trackers, and databases for compliance, training, and operational data
• coordinate travel arrangements for leaders and employees
• assist with the preparation and coordination of meetings, training sessions, and safety events
• access, retrieve, and maintain information using various systems, including customizing dashboards and templates for reporting purposes

Administrative Specialist

• providing administrative support to program areas and support functions
• serve as an assistant to or provide administrative support to an administrator or an official
• administration of an agency program providing services to agency customers
• maintaining various records
• preparing correspondence, presentations, reports, or other materials
• performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.
• Initiates correspondence requiring knowledge of agency or program procedures and policies.
• Develop and maintain confidential or complex files.
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties.
• Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.
• Coordinates activities with internal and external customers.
• Establishes educational and/or training programs.
• Interviews callers, arranges appointments, and performs other office tasks and duties.
• Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff.
• Trains or mentors other staff.
• Supervises subordinate staff. This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties.

Administrative Assistant jobs in Oklahoma

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Office Manager – Executive Assistant

Administrative Specialist

Administrative Assistant I