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Oklahoma Arts Council Job Opportunities


Executive/Finance Assistant

Department: Oklahoma Arts Council
County Location: Oklahoma
Posting Date: November 9, 2018

Open Until Filled

The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a diverse team comprised of the best and brightest individuals to support our mission to lead in the advancement of Oklahoma's thriving arts industry and our vision to use the arts as a transformative force for education, quality of life, and economic development. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team.

POSITION SUMMARY

The Oklahoma Arts Council seeks an experienced candidate to fill the position of Executive/Finance Assistant. This position serves as a confidential assistant to the Executive Director and provides all necessary administrative assistance in assuring that the Executive Director meets priorities and obligations. Additionally, this position serves as the agency receptionist and liaison to OMES Agency Business Services (ABS), providing front line and financial management support. This is a full-time, non-exempt, unclassified, trust position that reports directly to the Executive Director with state retirement and insurance benefits, including health, dental, life and disability insurance. Salary is commensurate with experience with a cap of $43,987.

ESSENTIAL FUNCTIONS

Assist the Executive Director with day-to-day activities and needs, including:

  • Preparing correspondence from the Executive Director and reviewing all incoming and outgoing correspondence to ensure correct format and style, free of grammatical errors

  • Arranging travel for the Executive Director and OAC staff

  • Communicating between the agency's executive office and OAC governing board members, OAC staff, the Legislature, state agency representatives, and the public

  • Communicating with the staff of the Executive, Legislative, and Judicial branches of state government, as well as other state agency cabinet secretaries, agency directors, and representatives of state government, and OAC constituents

  • Tracking bills and legislation that can impact agency programs and services, if applicable

  • Serving as the liaison between the OAC governing board and staff as well as the Assistant Secretary for the board, taking the minutes of board and committee meetings and providing clerical support to the board

  • Overseeing arrangements for and coordinating board and committee meetings, ensuring all board meetings comply with and are reported in accordance to the Open Meetings Act

  • Serving as the Agency Records Management Coordinator and custodian of records for board member appointments and terms as well as elections information and terms for board officers

  • Supporting the Executive Director in managing the work-related content of social media accounts, including, but not limited to, Facebook and Twitter, directly related to the role and outreach of the Executive Director

Work with Executive Director to support the agency's financial administration and management, including:

  • Serving as the liaison between OAC and OMES Agency Business Services (ABS) to manage and facilitate agency procurement, accounts payable transaction processing, accounts receivable and deposits, and travel

  • Auditing and reviewing travel claims for all OAC staff before forwarding to ABS

  • Facilitating the vendor registration process

  • Supporting the Executive Director in the development, monitoring, and reporting of the agency's budget

  • Managing the agency's PCard works administration

  • Maintaining inventory of agency assets and ensuring proper disposal through state surplus policies

Manage all activities relating to the smooth running of the office with minimal supervision, including:

  • Serving as the office receptionist to greet and direct agency visitors, answer the main phone line, respond to program questions and requests, forward calls to appropriate staff members, and managing the voicemail system

  • Checking main email account and delivering messages to appropriate personnel

  • Coordinating agency calendars and managing office sign-in board

  • Maintaining relationships with and greeting vendors

  • Monitoring reception area, workroom, and office neatness

  • Managing and updating agency contact database system, handling agency mailings and correspondence, and performing clerical work for executive office and at times for agency projects

  • Maintaining and stocking supplies for staff meetings, workroom, and staff needs, ensuring and filling copy paper in agency copy equipment, and coordinating and providing agency letterhead

  • Picking up mail daily from building mailroom and distributing internally and externally

Provide general assistance and clerical support to other staff members, as needed and assigned.

Support the agency's major events and programs: Governor's Arts Awards, Oklahoma Arts Conference, Leadership Arts, and grant workshop coordination, among others.

Successful candidates will:

  • View themselves as an ambassador of the agency with all visitors and the public and have awareness of the importance of front line responsibility in the public's perception of the agency

  • Collaborate as a team player with other agency staff to deliver quality programs and services

  • Be able to administer highly confidential matters with tact and diplomacy and the utmost discretion

  • Demonstrate professional business orientation and acumen

  • Have exceptional interpersonal and written communication skills

  • Display a positive attitude and excellent customer service orientation

  • Have an approachable style and ability to connect and establish rapport with employees

  • Can project a positive and cheerful demeanor, especially in stressful situations

  • Be adept at interacting with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion

  • Demonstrate excellent planning and organizational skills

  • Meet deadlines consistently

  • Take a proactive approach and work independently

  • Maintain a pleasant and respectful work environment conducive to productivity

  • Handle unforeseen events quickly, calmly, and in a professional manner

  • Be attentive to detail and committed to excellence in all aspects of work

  • Present a professional appearance

Qualifications:

  • Graduation from an accredited four-year college or university with a degree in business or public administration, arts administration, education, or a related field

  • Minimum of five (5) years of office administration experience or an equivalent combination of education and/or experience

  • Experience providing executive-level support preferred

  • Basic financial management and experience required

  • Chief Procurement Officer (CPO) certification preferred

  • Exemplary knowledge of technology, with a high level of computer literacy including the Microsoft Office 365 Suite (Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies, and mobile computing, among others

  • FileMaker Pro or equivalent database knowledge preferred

  • Bilingual, Spanish-speaker a plus

Key Requirements/Physical Demands:

  • Pre-employment OSBI background check must be successfully completed

  • Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary

  • Must be able to lift and carry up to 30 pounds

  • This position has a set working schedule of 8:30am-5:00pm, Monday-Friday, at the agency's office, except for occasional evening and/or weekend meetings or events.

To Apply:

The Oklahoma Arts Council is an equal opportunity employer. It is the policy of OAC to prohibit unlawful discrimination and to provide equal employment opportunities to employees and applicants, without regard to political or religious opinion or affiliation, race, color, sex, national origin, ancestry, age, disability, genetic information, veteran status, or any other reason prohibited by law. It is the policy of OAC to provide equal opportunity in employment, advancement and other conditions of employment to all qualified applicants and employees. It is the intent of OAC to fully comply with all applicable state and federal equal opportunity and non-discrimination laws and regulations.

A successful application will consist of:

  • Cover letter addressed to the Oklahoma Arts Council Executive Director with information that reflects the applicant's qualifications for the position

  • Resume with relevant experience and a list of degrees held and/or certifications

  • List of up to three references with names and contact information (letters of reference not required at this time)

Please mail cover letter, resume, and references to: Chandra Boyd

Deputy Director Oklahoma Arts Council PO Box 52001-2001
Oklahoma City, OK 73152-2001 chandra.boyd@arts.ok.gov

While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. No phone calls please.

The Oklahoma Arts Council is an Equal Opportunity Employer