Job Description

The Administrative Assistant  I II services as a critical member of their assigned team. The Administrative Assistant II I provides a diverse range of administrative support services to their assigned team.    

Supervisory Responsibilities: No  

Job Classification: Permanent Full-Time, FLSA Non-Exempt 

Duty Station: Oklahoma City, OK 

Travel:  Up to 10 % 

Duties/Responsibilities

• Responsible for notetaking in internal and external meetings  

• Supports staff with travel booking and mail, package, and shipping needs

• Organization:  Maintaining filing systems, scheduling appointments, and arranging staff meetings  

• Communication: Responding to emails, and communicating with coworkers and clients, as  required

• Documentation: Preparing documents, reports, and editing documents  

• Database management: Inputting and updating information in databases and spreadsheets  

• Office equipment:  Operating and maintaining office equipment, such as printers and copiers 

• Office supplies: Managing office supplies and ensuring proper stocking levels  

• Event planning: Preparing meeting agendas, taking meeting minutes, and coordinating  logistics for meetings  

• Research: Researching as requested and compiling and summarizing information for reports or presentations  

• Assistance : Assisting clients and other visitors, and supporting other colleagues as needed 

• Administrative tasks: These include organizing and  maintaining project documents, and updating digital databases  

• Scheduling: This includes setting up meetings, phone calls, and site visits 

• Updating reports: This includes updating project reports and other essential documents 

• This Position Description (PD) is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties,  responsibilities and activities may change, or new ones may be assigned at any time with or without notice 

Required Skills/Abilities

• Excellent typing skills 

• Data entry skills with a high degree of accuracy 

• The ability to communicate with staff effectively.  

• Attention to detail: The ability to keep track of information, such as company data, customer appointments, and meetings.  

• Time management: The ability to juggle multiple tasks, such as answering phone calls, organizing files, and booking appointments.  

• Customer service: The ability to communicate with clients and customers and address their needs in  a timely and professional manner.  

• Data entry: The ability to record information or data quickly and accurately.  

• Scheduling: The ability to manage daily plans for stakeholders and management, while understanding the priority of tasks.  

• Computer  proficiency : The ability to use technology to find solutions and ensure critical data is accessible.  

• Other skills that administrative assistants may need include organization, adaptability, problem-solving, and confidentiality. 

Education and Experience

• Required : Relevant employment experience required . 8-11 years with high school diploma OR 5-8 years with an Associates degree OR 3-5 years with a Bachelors degree.

• Required: Experience working in a fast-paced office environment and  being responsible for administrative tasks such as data entry 

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer 

• This role routinely uses standard office equipment such as computers, phones, etc. 

• Must be able to push, pull, or lift up to 15lbs

Benefits

Eligible employees receive the following benefits:

• Health, Dental and Vision Insurance

• Health Savings Account (HSA)

• MDLIVE 

• Benefit Hub 

• Paid Annual Leave/PTO 

• Paid Sick Leave

• Paid Holidays

• 401(k)

• Basic Life  

• Voluntary Life Insurance

• Accident Insurance

• Short Term Disability 

• Long Term Disability 

• Employee Assistance Program (EAP)

Pre-employment Requirements

Due to the nature of  Chloeta’s services, this position is contingent upon completing with a satisfactory outcome some or all the following pre-employment background screenings :  government security clearance, federal and state criminal background checks, drug test (urinalysis), Motor Vehicle Record (MVR) review, educational history, employment history, and/or credit check.   In accordance with the Fair Credit Reporting Act (FCRA), pre-employment background screenings will require the employee’s written authorization and will occur after acceptance of an offer of employment and prior to  commencing work.  Additionally, employees  are required to complete the federal I-9/E-Verify process. 

Drug and Alcohol Testing Policy 

Employees may be subject to undergoing  additional drug screens and/or alcohol testing at any time during the period of employment, including without prior notice. 

EEO Statement

Chloeta provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

About Chloeta

Chloeta is a Native American owned enterprise  providing a diverse range of engineering, scientific, and technical solutions to support military, energy, homeland security, emergency preparedness, and critical infrastructure requirements.

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