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Administrative Assistant - Level B

Position reports to the Maintenance Repair Overhaul Technology Center (MROTC) General Manager at Oklahoma City and provides support for staff. Perform various tasks contributing to office organization and efficiency. Coordinates and processes travel arrangements, monitors designated business traveler's logistics, generates expense reports and assists in reconciling corporate credit card changes to ensure timely and accurate reimbursement and verifies payments to corporate credit cards. Creates, edits and maintains electronic and written communication and correspondence to ensure proper dissemination of information. Plans the acquisition and maintenance of resources. Orders and maintains office supplies. Plans and implements logistics for internal and external events and meetings. Coordinates with customers, management and other organization groups to resolve technical and administrative issues. Meet and greet customers/visitors. Works under general supervision. Compiles data from various sources. Creates drafts and final documents using multiple software tools. Reviews internal and routine documents. Coordinates and facilitates important or sensitive communications on behalf of the organization and management. Interacts frequently with internal and external personnel and customers. Compiles data and assists in analysis to establish facilities, equipment and computer needs. Assists in developing solutions. Processes requests for facilities, equipment and computer needs.

Additional duties include management and conference room calendar coordination, typing and producing management's communications and frequently working in Microsoft powerpoint, MS excel and MS word.

Competencies

General


 Adaptability
Generally understands changes in own and others' work-group tasks and situations as well as the logic or basis for change; generally seeks information about changes affecting own and fellow employees' jobs. Treats changes and new situations as opportunities for learning or growth; focuses on the beneficial aspects of change; speaks positively about the change to work group members, direct supervisor, and occasionally members of others work groups. Quickly modifies behavior to deal effectively with changes in the work environment; readily tries new approaches appropriate for new or changed situations; does not persist with ineffective behaviors.

 Collaboration
Generally works effectively and cooperatively with work group members, direct supervisor, and occasionally members of others work groups; establishes and maintains good working relationships by helping people feel valued, appreciated, and included in discussions. Places higher priority on team and/or organization goals than on own goals. Normally offers to help work group members, direct supervisor, and occasionally members of others work groups when they need assistance.

 Customer Focus
Considers customers and their needs when performing and/or working with others on routine tasks; supports others and occasionally becomes directly involved in developing and sustaining customer relationships; assists more experienced employees in seeking information to understand customers' circumstances, problems, expectations, and needs; prepares information which more experienced employees will share with customers to build their understanding of issues and capabilities; considers how day-to-day actions or plans affect customers; responds quickly to help others address customer needs and resolve problems.

 Initiating Action
Generally takes independent action when confronted with routine problems or situations. Implements new ideas or potential solutions without prompting; does not wait for others to take action or to request action. Occasionally takes action that goes beyond job requirements in order to achieve objectives.

 Managing Work
Has a general sense of more critical and less critical activities and tasks; adjusts priorities when appropriate. Generally ensures that required equipment and/or materials are in appropriate locations so that own and others' work can be done effectively. Allocates own time to complete work; tries to coordinate own and others' schedules to avoid conflicts. Usually takes advantage of available resources (individuals, processes, departments, and tools) to complete work efficiently. Uses time effectively and rarely allows irrelevant issues or distractions from interfering with work completion.

 Work Standards
Strives to achieve a high level of quality, productivity, or service based on criteria established by supervisor/manager. Dedicates required time and energy to assignments or tasks to ensure that no aspect of the work is neglected; works to overcome obstacles to completing tasks or assignments. Accepts responsibility for outcomes (positive or negative) of one's work; admits mistakes and refocuses efforts when appropriate. Provides encouragement and support to others in accepting responsibility. Technical


 Analytical Skills
Skill and ability to: collect, organize, synthesize, and analyze data; summarize findings; develop conclusions and recommendations from appropriate data sources at the work group level.

 Effective Written Comm
General knowledge of different communication materials (e.g., proposals, papers, user guides, reports, articles, promotional materials, brochures, web sites, presentations, speeches). Basic writing ability to assist in preparation of departmental correspondence and documents.

 Information Technology Fluency
General ability in the use of personal computing hardware and software to enter project information, such as, task status, cost estimating, and tracking. General knowledge of processes and tools to maintain, archive, and retrieve digital files. General knowledge of constructing/building reports and presentation materials as needed for assigned projects or in support of higher-level project leads on large projects.

 Process Management Skills
General ability to determine the process to be used to accomplish goals, properly document processes, support people and activities, understand how to separate and combine tasks into efficient work flow, identify opportunities for synergy and integration, and simplify complex processes.

Typical Education/Experience

High school diploma or GED and typically 1 or more years' related experience or an equivalent combination of education and experience.

Other Job related information

Must have good working knowledge of Microsoft Office, specifically Power Point, Word, Excel & Outlook is required. Must interface well with external and internal customers/suppliers and other duties assigned. Must be able to multi-task and willing to learn other functions to fill in as required. There is no funding available for relocation.

*** Please note that depending on the specific position, you may be required to pass additional medical tests, credit checks, and/or other requirements. These additional items are required for the Company to comply with various laws and regulatory rules.***

Every job requisition has specific and unique requirements listed under 'Description', 'Competencies', and 'Education'. Applicants will increase their opportunities for consideration by demonstrating compatibility with these requirements in their resumes.

The job specifications - including competencies (knowledge, skills, abilities, and other characteristics), job-relevant work experience, education, and other requirements described in this requisition - will be the basis for applicant screening, including resume reviews, structured interviews and any other assessments used to support the hiring decision. All candidates considered for this position may be required to participate in a structured interview. The structured interview is a standardized method of evaluating candidates' job-related competencies to support an objective selection and promotion process.