Executive Secretary
Job Description
Position Description: This position will serve as the executive assistant to the Secretary of Agriculture to support all aspects of daily functions; performing executive and confidential secretarial duties.
Typical Functions
- Manages schedule of the Secretary of Agriculture, including arranging and coordinating meetings, appointments, speaking engagements, and travel.
- Arranges for special conferences and meetings; maintains supervisor’s calendar, advising of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account.
- Coordinates planning and execution of Board of Agriculture meetings; including communication with Board members, developing meeting agenda and board member information packet, recording minutes, and scheduling meetings.
- Independently researches, assembles and summarizes material, information and data for administrative board or commission consideration and action; takes and transcribes dictation of confidential, technical or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences.
- Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries.
- Communicates on Secretary’s behalf with other state agencies and government offices.
- Opens, scans or reads and distributes mail; composes official correspondence for supervisor’s signature, disposes of routine correspondence.
Level Description: At this level employees perform confidential secretarial work for an assistant or associate director of an agency; and may direct the work of other technical/clerical employees.
Education and Experience: requirements at this level consist of either a Bachelor’s degree in Communications, Marketing, Agriculture, Public Relations or related feel with two years of experience or six years of clerical office work, including three years as an office manager, executive assistant or as a confidential secretary, or an equivalent combination of education including three years as an office manager, executive assistant or as a confidential secretary experience.
Knowledge, Skill, and Abilities: Knowledge, Skills, and Abilities required at this level include knowledge of the procedures and techniques of the Agriculture Industry; state government policies and procedures; business communications; of spelling, punctuation, and business English; of office methods; of computer operations with proficient in Microsoft Office; of business arithmetic; of public relations; and of supervisory principles and practices. Skill is required to communicate efficiently and effectively. Ability is 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; to provide direction to other support staff while working in a fast-paced, high-pressure environment.
Physical Demands and Work Environment: This position is set in a climate-controlled office environment with minimal travel required throughout the year. This position is a stationary position often required to remain in a stationary position more than 50% of the time while operation office computer and office equipment and communicating with both employees and nonemployees.
Preferred Qualifications: Applicants with previous executive assistant experience with the State of Oklahoma will receive preference.
Additional Information
This position is subject to a twelve-month probationary period.
The Department of Agriculture, Food and Forestry has determined that some positions in this job family are safety sensitive as defined by?63 O.S.
- 427.8.
Reasonable accommodation to individuals with disabilities may be provided upon request.