Job Posting Title

Agency

Supervisory Organization

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

Job Type

Compensation

Job Description

Position Overview

This is a full-time, in-office position located in Oklahoma County.

The Operations Manager will perform routine clerical and administrative functions and support agency staff as needed. Responsibilities may include preparing correspondence and reports, maintaining filing and inventory systems, reviewing and processing forms, and addressing employee inquiries.

Duties and Responsibilities

• Serves as the primary administrative support for the agency and completes tasks or projects under the direction of Human Resources.
• Greets visitors, answers general inquiries, and refers to the appropriate staff member.
• Manages conference room calendars; assists with the set-up and breakdown of conference rooms and other TSET-sponsored meetings.
• Screens phone calls, responds to general inquiries, and transfers callers to appropriate staff members using the agency’s Customer Relationship Management Software, Salesforce.
• Opens, sorts, and distributes mail and serves as point of contact for all deliveries and pick-ups, including shred bins, maintenance of copier/printer/scanner machines, etc.
• P-Card holder for the agency for purchases.
• Submits requisitions, printing jobs, business cards, and software clearance requests for the agency as needed.
• Point of contact for vehicle reservations with Fleet Management.
• Places orders and maintains inventory for office and kitchen supplies.
• Schedules interviews, prepares interview packets, and assists HR with onboarding.
• Light cleaning in the common areas, including the break room/kitchen, hallways, copy area, and conference rooms.
• Acts as the agency liaison for the building safety committee.
• Manages and maintains agency IT assets.
• Identifies agency property for surplus and schedules pick-ups.
• Other duties as assigned.

Knowledge/Skills & Abilities

• Understanding of procedures and techniques of business communication
• Excellent verbal and written communication skills, including proper spelling and punctuation.
• Provides outstanding customer service.
• Exceptional attention to detail.
• Proficient in Microsoft Office Programs.
• Proficient with calendar management.

Abilities required to:

• Prioritize assigned tasks requested from various leaders;
• Be self-motivated, dependable, and professional;
• Be adaptable and flexible, even in stressful situations;
• Be at ease working collaboratively and independently when required;
• Exercise good judgment when interpreting and applying rules and policy;
• Establish and maintain working relationships with others;
• Ability to learn technology quickly.

Physical Demands and Work Environment

• This position is in a comfortable in-person office setting with a computer for a large percentage of the workday. 
• The noise level in the work environment is usually mild. 
• This position is occasionally required to move furniture and lift other items weighing 50 pounds.

Minimum Qualifications

• Bachelor’s degree in any field.
• Or an equivalent combination of education and/or experience substituting one year of experience in a technical administrative position, such as an office manager, or similar position, for each year of the required education.

Preferred Qualifications

• Knowledge of the State Purchase Card requirements and practices is helpful; current or recent former P-card holders preferred.
• Salesforce experience.
• Experience with Smartsheet.
• Familiarity with state processes is preferred.
• Prior state experience preferred.  

Benefits Highlights

TSET is proud to provide a comprehensive benefits package designed to support our employees and their dependents. Our benefits include:

• Benefit allowance based on dependents who are covered on health insurance.
• Several health, dental, and vision options for both employees and employees + dependents.
• 11 paid Holidays, 15 days of Vacation, and 15 days of Sick Leave per year.
• Retirement Savings Plans.
• Longevity Pay, based on the employee’s years of service.

About TSET

The Oklahoma Tobacco Settlement Endowment Trust (TSET) is a grant-making state agency that serves as a partner and bridge builder for organizations working towards shaping a healthier future for all Oklahomans. TSET provides leadership at the intersections of health by working with coalitions and initiatives across the state, by cultivating innovative and life-changing research, and by working across public and private sectors to develop, support, implement, and evaluate innovative, high-impact strategies to improve the public's health.

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:

Agency Contact