The posting
Job Description
Office Coordinator for EMBARK OKC Public Transit Administration Starting Salary $22.00 hourly
JOB SUMMARY This position is located in the Business Services Division (BSD) of EMBARK and is based at EMBARK Headquarters, 2000 S. May Avenue. The Office Coordinator serves as the primary administrative support professional and first point of contact for employees, customers, visitors, and external stakeholders. Reporting to the Senior People & Service Manager, this position coordinates office operations, executive support functions, procurement activities, travel and meeting logistics, records management, and customer service activities that support efficient organizational operations and exceptional customer experiences.
JOB REQUIREMENTS
- Administrative and Office Operations Support Perform administrative and advanced clerical duties to support daily business operations. Compile reports, maintain records, process payroll documentation, and prepare correspondence, presentations, and reports utilizing Microsoft 365 applications. Maintain accurate recordkeeping systems, filing systems, and document control processes. Manage incoming and outgoing mail and coordinate mail distribution between EMBARK locations. Operate standard office equipment including personal computers, scanners, copiers, calculators, and related office technology. Ensure all records and documentation are maintained with a high degree of accuracy, organization, and confidentiality.
- Customer Service and Employee Support Serve as the first point of contact for employees, visitors, customers, and outside agencies. Answer incoming calls, respond to inquiries, and direct requests to appropriate personnel. Greet visitors and ensure compliance with facility security procedures. Provide professional, courteous, and empathetic service while representing EMBARK's values and mission. Assist employees with routine administrative questions and support needs. Maintain positive working relationships with internal and external stakeholders.
- Executive and Leadership Support Provide executive administrative support to EMBARK Executive Leadership Team (ELT). Manage complex calendars, schedule meetings, and coordinate executive appointments. Arrange travel, accommodations, itineraries, and related logistics for executives and board members. Prepare and process expense reports and reimbursement documentation. Maintain confidential executive files and sensitive organizational information. Serve as a liaison between executive leadership, employees, board members, customers, and external partners.
- Meeting, Training, and Event Coordination Coordinate room reservations and scheduling for meetings, training sessions, special events, and emergency response activities. Manage travel arrangements and logistics for organizational training and business activities. Ensure meeting facilities, materials, and resources are available and prepared in advance. Support organizational events and provide administrative coordination as assigned.
- Procurement and Financial Support Assist departments and executive leadership with procurement and purchasing activities. Order and maintain office supplies, equipment and furniture for EMBARK locations as requested. Reconcile purchasing card transactions and maintain supporting documentation. Support compliance with procurement procedures and financial controls. Ensure purchasing records are complete, accurate, and submitted within required timeframes.
- Records Management and Compliance Scan, file, organize, and maintain business records in accordance with established retention requirements. Protect confidential information and maintain compliance with organizational policies and procedures. Interpret and apply policies, procedures, and administrative guidelines appropriately. Provide guidance and training to clerical staff as assigned. Demonstrate sound judgment, initiative, and professionalism while working independently and managing competing priorities.
KEY PERFORMANCE INDICATORS (KPIs)
- Administrative document accuracy ≥ 98%
- Administrative task completed on time ≥ 95%
- Document Processing Time ≤ 2 business days
- Procurement and purchasing documentation accuracy ≥ 100%
- Filing and records management accuracy ≥ 98%
- Less than 2 non-scheduled absences per quarter
MINIMUM QUALIFICATIONS
- High school diploma or equivalent with 3 to 5 years’ experience in human resources administration or support with a preference for candidates who hold an associate’s degree in business administration, public administration or a related field preferred.
- Skill in clear, concise verbal and written communications; calm decision making under stress; tact and diplomacy with employees and the public.
- Proficiency in Microsoft Office. Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, SharePoint, and Lists preferred.
- License: Valid Oklahoma Driver’s License.
WORKING CONDITIONS
- Work is primarily performed in a professional office environment.
- Frequent interaction with employees, customers, visitors, and external stakeholders.
- Requires the ability to manage multiple priorities and interruptions throughout the workday.
- Occasional travel between EMBARK locations may be required.
- Additional hours may be necessary to support meetings, executive travel, special events, emergency operations, or organizational priorities.
- Exposure to standard office equipment and technology
PHYSICAL REQUIREMENTS
- Ability to sit, stand, walk, bend, stoop, and reach for extended periods.
- Ability to communicate effectively in person, by telephone, and through electronic communication.
- Ability to operate computers, office equipment, and related technology.
- Ability to lift and carry office materials and supplies consistent with position requirements up to 10 pounds.
- Ability to travel between EMBARK facilities as needed.
- Vision sufficient to read and draft written and computer-generated communications.
- Ability to hear and speak clearly and distinctly in English on the telephone, radio and in person.
- Manual and finger dexterity to operate office equipment.
PRE‑EMPLOYMENT REQUIREMENTS
- Non-DOT Physical & Drug Screen: The successful applicant must pass a physical examination, which includes a drug screen.
- Background Check: EMBARK will conduct a background investigation/verification. Applicants will be provided contact information for any third‑party reporting agencies used to collect background information as part of a conditional offer of employment.
- Substance Abuse Policy: Applicants will receive a copy of EMBARK’s Substance Abuse Policy upon conditional offer and acceptance, and before any health screen/physical examination and drug test.
DRIVING RECORD STANDARD
- Positions that require operating a COTPA vehicle may be disqualified by three (3) or more moving traffic violation convictions (excluding parking tickets) within the last two (2) years.
APPLICATION GUIDELINES
- Provide at least three (3) years of employment history, including reasons for leaving each position.
- Applicants with more than 2 (two) employers in the past three (3) years may not be considered for this position.
- Explain all gaps in employment history.
- Provide contact information for current and previous employers.
EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATIONS
- EMBARK is an equal opportunity employer and values diversity and inclusion.
- EMBARK does not discriminate against any applicant or employee based on race, color, creed, national origin, ethnicity, religion, sex (including sexual orientation and gender identity/expression), age, genetic information, disability, or political affiliation.
- If you require reasonable accommodation during any part of the hiring process, contact the Human Resources Department at (405) 297‑1588.
VETERANS PREFERENCE
- A five‑point preference will be awarded in the initial scored selection process for honorably discharged U.S. military veterans.
- Qualified applicants must submit a copy of DD Form 214 indicating discharge type/character of service in person, by mail, or by fax at (405) 316‑3346.
FORMER EMPLOYEES
- To participate in the selection process, former employees must be eligible for rehire.
- If you are unsure of your rehire status, contact EMBARK Human Resources at (405) 297‑1558.
- If your rehire status is coded “Not Eligible,” “Eligible 3,” or “Conditional,” you must request a review of your rehire status.
About Us
About Us
Oklahoma City is one of the fastest-growing metros in the United States and is the 20th largest city in the nation. For nearly two decades our residents have continually invested in our community to make it a place people can find belonging, visit and call home. Our employees are at the heart of those investments–delivering essential services our residents expect and creating a strong and thriving city for all people. Visit Oklahoma City--A Great Place to Live and Work! to learn more about our city.
For more than 50 years, EMBARK has offered safe, reliable transportation for the citizens and visitors of Oklahoma City. Beginning with just 18 buses in 1966, we’ve grown to into a robust transit system that includes streetcars, river cruises, parking garages and more.
As an industry leader in public transportation and more importantly, as the place where you choose to work, you need to know the keys to be successful during your career with EMBARK.
EMBARK’s vision is to provide “world class transportation accessible to all, and all want to access it.”
With a clear picture of our destination through our Vision and Mission, our Core 4 Values — be safe, be there, be open and be kind act as our compass. Living into our values guides our decisions and ensure we stay on course.
In all that we do, we focus on three key audiences - our employees, our customers and our board - to create a great place to work, enhance the status, use and understanding of our services, and preserve confidence in what we do with key stakeholders.
No matter what position you are applying for, our team members help is essential to the success of EMBARK. Each team member is integral to the success of our organization and we couldn’t do it without you.
Whether we’re creating an inclusive and empowering work environment, improving our customers’ experiences or cultivating strong relationships with key stakeholders, our Vision, Mission, and Values will help guide you to decide if EMBARK is the right organization for you.
