Overview
Administrative Assistant Jobs in Tulsa, OK at Wyandotte Technologies
Company Overview
Southwestern Power Administration, an agency within the Department of Energy, contracts Wyandotte Nation’s Wyandotte Technologies for service support. Wyandotte Technologies has a long-term opportunity for a C-Level Administrative Assistant to provide high-level administrative support to multiple executives while assisting with daily accounting and cash management operations.
Position Summary
The C-Level Administrative Assistant will be responsible for managing executive schedules, coordinating travel, performing data entry, and providing administrative support to multiple executive clients. This role requires strong organizational skills, attention to detail, and the ability to handle sensitive information with discretion.
Key Responsibilities
- Serve as the first point of contact for visitors, providing procedural information and answering inquiries.
- Manage incoming phone calls, screen requests, take messages, and direct calls appropriately.
- Utilize word processing, spreadsheet, and database software to generate correspondence, purchase orders, travel authorizations, reports, budgets, and other materials.
- Maintain manual and electronic filing systems, ensuring compliance with government regulations and Southwestern policy.
- Process incoming and outgoing correspondence, including mail distribution and fax handling.
- Track and reconcile expenditures, including travel, fleet, and purchases, using Excel or other approved formats.
- Assist in budgeting functions, including monitoring travel/training budgets and tracking financial data in Oracle financial systems.
- Maintain executive calendars, scheduling meetings, appointments, and suspense dates.
- Prepare and distribute materials for reports and presentations.
- Process travel, training, performance, and time and attendance records in accordance with regulations and Southwestern policy.
- Support procurement processes by preparing purchase requests, specifications, and performing data entry in Oracle financial systems and Stripes applications.
- Ensure compliance with prompt pay requirements, including material receipts and payment processing.
- Draft correspondence and presentation materials related to customer relations and contract execution.
- Manage office supply inventory and coordinate orders for Southwestern’s Tulsa location.
- Perform data entry in federal procurement and property management systems.
- Track expiring contracts and contracts with renewal options.
- Coordinate building requests, including temperature adjustments, janitorial services, and recycling bin management.
- Process financial transactions, including check preparation, scanning, and deposit assembly.
- Upload payment batches to Treasury’s SPS system and ensure successful processing.
- Input and reconcile travel vouchers, utility invoices, and vendor invoices, ensuring proper documentation and folder organization.
- Maintain compliance with federal financial processing requirements, including IPACs and prompt payment requests.
Education & Experience Requirements
- A bachelor’s degree is preferred with a minimum of five years’ experience in administrative support.
Required Skills:
- SharePoint proficiency
- Microsoft Word and Excel expertise
- Strong analytical and time management skills
Job Requirements
- Must be a U.S. Citizen and able to pass a security background clearance.
- No relocation assistance provided.
- Onsite attendance required at the Tulsa, Oklahoma location.
This is an excellent opportunity for a highly organized and detail-oriented professional to support executive-level operations in a dynamic federal agency environment. If you meet the qualifications and are ready to contribute to a high-performing team, we encourage you to apply!
#WTECH
Job Type: Full-time
Pay: $32.55 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
- Bachelor’s (Preferred)
Ability to Commute:
- Tulsa, OK (Required)
Ability to Relocate:
- Tulsa, OK: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: Wyandotte Technologies
Location: Tulsa, OK
