Employment Standards Division Administrative Assistant

Job Posting Title

Employment Standards Division Administrative Assistant

Agency

405 DEPARTMENT OF LABOR

Supervisory Organization

Department of Labor-Employment Standards Division

Job Posting End Date

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.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

$45,500.00

Job Description

Basic Purpose

The Oklahoma Department of Labor (ODOL) is seeking a highly professional, organized, and reliable Administrative Assistant II to join the Employment Standards Division (ESD). Positions in this job family are assigned responsibilities for providing comprehensive administrative and clerical support to program areas and staff, serving as the primary administrative point of contact for the public, and managing case records and files. At this full performance level, the incumbent will maintain wage claim records, interview callers and visitors, process formal correspondence and pleadings, and help deliver efficient, customer-focused public service in accordance with state and federal labor laws.

Typical Functions

• Public Interaction & Intake: Interview callers and visitors promptly and courteously; determine whether matters fall within the jurisdiction of the Employment Standards Division; provide blank wage claim forms and guidance on completion and submission; and refer out-of-jurisdiction inquiries to appropriate agencies without offering legal advice. Maintain responsive phone coverage, returning voicemail messages no later than the next business day.
• Case & File Management: Review, organize, and assemble wage claim investigative files, ensuring high quality, accuracy, and completeness with no significant deficiencies. Promptly enter detailed database remarks, including mailing methods, tracking information, legal notices, pleadings, and delivery receipts.
• Records Storage & Archival: Execute timely and accurate electronic storage and imaging of wage claims upon completion and closure; maintain physical hard-copy storage and archives in strict compliance with ODOL records retention and disposition schedules.
• Written Communications & General Administration: Prepare, review, edit, and transmit administrative correspondence, certified mailings, and legal documents. Ensure all written documents uphold high standards of business English, grammar, spelling, and punctuation without typographical errors. Assist Labor Compliance Officers (LCOs) and staff with document scanning, clerical workflows, and operational projects.
• Regulatory Knowledge: Develop, maintain, and apply functional working familiarity with governing labor statutes and rules, including the Oklahoma Employment of Women and Children Act (40 O.S. §§ 71-89), the Protection of Labor Act (40 O.S. §§ 165.1-167.11), Oklahoma Administrative Code Chapters 16 & 30, and the federal Fair Labor Standards Act (FLSA, 29 U.S.C. §§ 201-209).

Level Descriptor

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.

Education and Experience

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.

Knowledge, Skills, Abilities, and Competencies

• Knowledge: Knowledge of modern office methods, practices, and procedures; of business mathematics, spelling, punctuation, and business English; of electronic recordkeeping, retention schedules, and filing systems; and of major policies and statutory frameworks governing assigned labor programs.
• Skills: Proficiency in operating office computer software, databases, and technological equipment; entering and verifying case data with high accuracy; examining uncoded source documents and reports; and maintaining effective telephone and front-desk communication.
• Abilities: Ability to establish and maintain effective working relationships with colleagues, supervisors, and diverse external customers; perform confidential work with strict discretion; interpret and respond to public inquiries clearly and tactfully; resolve non-complex issues; and manage time effectively to meet rigid deadlines.

Special Requirements

• Typing/keyboarding proficiency (some agencies may require typing at a rate of 50 words per minute from printed copy).
• Ability to work in an office environment adhering to PEOSH and Federal OSHA safety guidelines.

Additional Job Description

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.

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