Administrative Assistant

As an Administrative Assistant at the Higher Education Department in Perkins, Oklahoma, your responsibilities will include managing accounts payable and receivable, preparing budget tracking spreadsheets, and assisting with compliance for federal grants such as the Johnson O'Malley program. You'll play a vital role in overseeing the scholarship intake process, maintaining accurate financial records, and assisting with audits to ensure all documentation is correct and up to date.

To succeed as an Administrative Assistant in Perkins, Oklahoma, you should possess strong attention to detail, proficiency in financial software, and solid organizational skills. You will need effective communication abilities, both written and verbal, and a good grasp of accounting and budgeting practices. Knowledge of tribal, federal, and grant regulations is also essential to navigate the financial landscape effectively.

The preferred educational background for the Administrative Assistant position at the Higher Education Department includes a bachelor’s degree in Accounting, Business Administration, Education, or a related field. However, candidates with an associate degree accompanied by at least two years of experience in accounting or finance will also be considered, especially if they have experience with tribal education programs.

The Administrative Assistant contributes to the Johnson O'Malley program by acting as a liaison between the Higher Education Department and local school districts, ensuring compliance with J.O.M. guidelines. Additionally, you'll be responsible for collecting, organizing, and maintaining student eligibility data to support student success initiatives and scholarship processes.

The physical requirements for the Administrative Assistant position include the ability to sit or stand for extended periods while performing office tasks, the capacity to lift and carry up to 50 pounds, and physical mobility to navigate office environments and attend meetings on and off-site. Being able to effectively communicate in person and through various communication methods is also necessary for this role.

To prioritize tasks as an Administrative Assistant, it's crucial to assess deadlines, the urgency of tasks, and any dependencies involved. I typically use a checklist or digital task management tool to keep track of my responsibilities, allowing me to focus on high-impact activities that align with the department's goals.

In my previous roles, I managed various aspects of financial reporting, including preparing budget tracking spreadsheets and reconciling expenditures against grant budgets. I ensured compliance with federal regulations and assisted with audits by providing accurate and timely documentation, showcasing my strong attention to detail.

When faced with a challenging compliance issue, I would first gather all relevant information and documentation to understand the situation fully. Then, I would consult applicable regulations and seek guidance from team members or supervisors. Open communication and collaboration are key to resolving compliance challenges effectively.

I contributed to a successful project by leading the organization of a scholarship intake process, which streamlined applicant tracking and ensured compliance with documentation policies. My proactive approach helped reduce processing time and improved applicant communication, earning positive feedback from both students and leadership.

I frequently use cloud-based platforms like Google Drive or Microsoft SharePoint for document management, allowing for easy collaboration and access. Additionally, I utilize spreadsheets for tracking financial records and data entry tasks, ensuring accuracy and efficiency in documentation.

I maintain confidentiality when handling sensitive information by adhering strictly to established confidentiality policies and procedures. I ensure that all sensitive documents are stored securely and limit access to authorized personnel, in addition to being discreet in discussions regarding private matters.

To build relationships with stakeholders, I focus on open communication, active listening, and reliability. By maintaining a positive attitude and being approachable, I create an environment where stakeholders feel comfortable sharing their thoughts and concerns, facilitating collaboration and trust.

When unexpected changes arise, I stay flexible and adjust my plans accordingly. I prioritize open communication to keep my team informed and to understand any new requirements or policies. By maintaining a positive mindset, I ensure that the quality of work remains high, even during transitions.

In my last position, I identified inefficiencies in our document tracking system, which often led to delays. I proposed a new digital filing system that categorized documents and improved retrieval times. As a result, our team experienced a 30% reduction in processing times for financial reports, enhancing overall productivity.

My motivation stems from a passion for supporting students and facilitating their access to education. I believe that a strong administrative foundation is crucial to fostering a positive learning environment, and I take pride in contributing to processes that empower students to succeed in their educational journeys.