Job Posting Title
Secretary
Agency
308 STATE BUREAU OF INVESTIGATION
Supervisory Organization
State Bureau of Investigation
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
Level III: $46,369.00
Positions in this job family are assigned responsibilities for performing confidential secretarial duties for an agency official or administrator.
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 an 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.
The functions performed in this job family will vary by level, unit and organization, but may include the following:
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 of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account.
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.
Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, mission and/or budget; drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contracts and/or policy.
Supervises administrative or clerical assistants.
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.
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 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, 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 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; and to provide direction to other technical/clerical employees.
Successful applicants must be willing to submit to a drug screen, polygraph examination, psychological evaluation (commissioned positions only), and a thorough background investigation. Certain events automatically disqualify an applicant, such as, felony conviction; admission of an undetected crime that, if known, would have been a felony charge; failure to pay federal or state income tax; positive confirmed drug urine test; illegal use of a controlled substance within certain time frames.
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
If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:
The State of Oklahoma provides services to Oklahomans via roughly 30,000 state employees working across dozens of state agencies.
