Top 2 Admin assistant/payroll admin Jobs in Tulsa, Ok

Assistant Admin II
Family & Childrens Services, Inc. —Tulsa, OK
- Research
- Mid-level
- Office
- Fuel card
- Paid time off
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8d
Admin Assistant/Payroll Admin
Berendsen —Tulsa, OK
- No experience needed
- Research
- Mid-level
- Health savings account
- AD&D insurance
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Administrative Assistant II
DHL —Lockbourne, OH
Screen telephone calls and visitors, deciding who can be redirected to subordinate managers or to others offices. 401(k) with generous company match.
$21.10 an hour
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Assistant Admin II

Family & Childrens Services, Inc. -
Tulsa, OK

Quick Apply

Job Details

8 days ago

Benefits

Fuel card
Paid time off

Qualifications

Spreadsheets
Word embeddings
High school diploma or GED
Driver's License
Productivity software

Full Job Description

JOB SUMMARY:

The Administrative Assistant II will provide skilled secretarial and administrative support to assigned leadership and members of clinical team. Monitors office process and procedures, working with supervisor to assist in creating efficiencies. Provide a welcoming and professional first impression to clients and guests and will contribute to a positive work environment. This position will answer and direct all calls, take messages, and provide information in a polite and professional manner. Maximize the use of electronic health records to enhance the delivery of customer service to clients and support to staff.

General Administrative Support

Provide skilled administrative support to assigned management and professionals.
Monitor office processes and procedures and work with the supervisor to create efficiencies.
Perform related data entry and database management tasks.
Create forms, tables, and spreadsheets, and assist with special projects.
Maintain organized files for program materials.
Maintain materials and complete new employee binders; copy and order new binders as needed.
Register clinicians and/or directors for conferences.
Arrange travel and lodging, if necessary.
Assist in maintaining and updating telephone directories via computerized database to access correct information.
Maintain a good working knowledge of agency and community services.
Maintain a safe and secure working environment.
Report safety concerns, staff issues, noncompliance activities, and agency policies and procedures.

Financial Reporting and Accountability

Secure and manage petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e., Walmart, Office Depot, Amazon, etc.).
Ensure safety and security of all agency monies, including petty cash funds and assigned agency credit cards, with the highest integrity by following all established policies on front desk cash handling and reconciliation procedures.
Track receipts and complete monthly credit card expense reports for assigned programs and supervisors, ensuring submission deadlines are met.
Process reimbursement requests for training, certifications, testing, etc.
Process paid time off requests, time sheets, and mileage.

Office Operations and Purchasing

Identify and coordinate any necessary building repairs, maintenance, and cleaning service needs.
Be responsible for inventory control and office supply acquisition and management.
Receive purchase requests from programs and supervisors, secure the best pricing, and track acquisition of purchased items.
Ensure departments receive ordered items.
Purchase and manage delivery of all incentive gift cards, bus tokens, bus passes, etc.
Review all external translation invoices for accuracy and secure approval signatures.

Other Administrative Duties

Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience.
Maintain a good working knowledge of agency and community services.
Update directories and reference material kept at the front desk.
Establish and maintain office files, logs, and other administrative front desk reports.
Identify areas of system improvement and suggest changes to the supervisor.
Operate the copy machine.
Ensure availability of agency forms and office supplies.
Identify and immediately communicate related workflow issues, concerns, and/or operational functions to supervisor(s) to improve efficiency and client service.

Client, Staff, and Public Engagement

Greet and assist all visitors and clients.
Be courteous, polite, and helpful to the public and clients at all times, with continuous awareness of maintaining a positive agency image.
Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
Promptly report concerns regarding safety issues, customer service and/or client complaints, and noncompliance activities of agency policies and procedures to the front desk supervisor/manager of support services.
Use research skills to troubleshoot client or staff problems.

Program-Specific Duties

Process monthly agency credit card reports for the Chief Program Officer of Adult Mental Health Outpatient, Chief Program Officer of Adult Mental Health, Medical & Crisis Services, and the Adult Mental Health Division credit card.
Manage petty cash; process and reconcile with receipts; and provide to the finance department.
Enter mileage and travel for Adult Mental Health Chief Program Officers.
Secure approval from all Chief Program Officers and submit to Accounts Payable for payment.
Receive and verify affiliate and mileage forms, secure proper signatures, and submit to finance for processing by Monday at noon on Payroll Monday.
Process, track, and report by department Flex Fund activity, targets, and goals achieved monthly.
At fiscal year-end, ensure each department expends all flex funds.
Secure requests by program, ensure excessive purchasing is monitored, process and receive orders, and distribute to programs.
Participate in the agency-wide planning committee.
Recruit program representatives to participate in planning, activity design, and implementation.
Serve as the Graves Building Annual Holiday planning
Manage the orders for the Graves Resource Room
Manage conference registration and travel planning.
Upon request, assist with organizing various meetings for direct supervisors.
Upon request, organize and plan business lunch meetings and department events.
Establish procedures and protocols on proper documentation and utilization of data system. Participate in staff meetings, in-service training, and workshops.
Perform other duties as assigned.

QUALIFICATIONS

EDUCATION:

Must be a high school graduate or have HS equivalent

EXPERIENCE:

Preference given to individuals with 1 or more year of administrative experience, particularly in healthcare environment.
Must be able to demonstrate basic proficiency with Microsoft office software.

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.

Education

Required

High School or better

Licenses & Certifications

Required

Drivers License

Skills

Preferred

Administration
Word (Microsoft)
Powerpoint
Excel
Typing

Behaviors

Preferred

Enthusiastic: Shows intense and eager enjoyment and interest
Team Player: Works well as a member of a group
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Preferred

Goal Completion: Inspired to perform well by the completion of tasks
Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
Self-Starter: Inspired to perform without outside help

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.

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admin assistant/payroll admin jobs in tulsa, ok

Assistant Admin II

Admin Assistant/Payroll Admin

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General Administrative Support

Financial Reporting and Accountability

Office Operations and Purchasing

Other Administrative Duties

Client, Staff, and Public Engagement

Program-Specific Duties

Education

Licenses & Certifications

Skills

Behaviors

Motivations

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