Overview
ADMINISTRATIVE SPECIALIST I Jobs in Wrightsville, AR at State of Arkansas
JOB TITLE: Executive Administrative Assistant
DEPARTMENT: Office of City Manager (serving the offices of the City Manager and City Attorney)
SALARY: $41,069/yearly $19.74471/hourly
CLOSING DATE: Until filled
Job Summary/Scope
Provides administrative support and performs all secretarial/clerical duties for leadership offices at City Hall (which include Mayor’s office, City Manager’s office, City Clerk’s office and City Attorney’s office) as necessary. Acts as the frontline contact for the respective departments with all citizens, public officials, employees and visitors. Creates, distributes and routes correspondence, answers telephone and schedules meetings. No supervisory responsibilities.
Essential Duties and Responsibilities
Schedules meetings and presentations for the respective offices with department directors, outside organizations and various professionals. Prepares meeting rooms and presentation materials as requested.
Ensures incoming calls are answered timely and professionally and redirects incoming calls to designated staff when out of the office. Primary person responsible for answering all incoming telephone calls.
Develops a working knowledge of most departments and functions, remains updated on such functions, and routes citizens to such departments.
Routes all external and internal incoming mail in the offices, or processes as appropriate.
Handles routine correspondence and bulk mailings as assigned.
Records and transcribes minutes from meetings as assigned.
Assists with drafting ordinances, resolutions and similar documents as assigned.
Assists with proofing and editing official meeting agendas, documents or other written materials.
Assists with special projects as assigned.
Attends public meetings as assigned.
Maintains all files and records for the respective offices to include proclamations, awards, and news articles.
Serves as liaison between the City Manager and City Council, employees and the general public. Coordinates functions between the respective offices as requested.
Maintains accounting records for the respective offices including, but not limited to, Accounts Payables, Petty Cash, and Procurement Card reconciliations; assists with and monitors departmental budget.
Coordinates travel arrangements for the respective offices.
Receives complaints and / or resident concerns and ensures such are promptly directed to the appropriate department.
Maintains neat and orderly appearance of the office, to include plants, recyclables, file room and front office area.
Manages routine follow up to ensure tasks and matters assigned to various City departments are completed.
Performs all other related duties as assigned.
Employee Behavior and Conduct
City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.
Required (Essential) Knowledge, Skills and Abilities
Skills in the use of standard office equipment including typewriter, copier, computer, printer and calculator.
Knowledge of and ability to use Microsoft software products.
Knowledge of secretarial and office administration practices and procedures and knowledge of proper telephone procedures.
Excellent typing ability and skilled at composing routine letters.
Ability to work with highly confidential information and to deal effectively and professionally with City officials, employees and the general public.
Ability to be discreet when aware of sensitive and/or confidential information.
Ability to maintain a professional demeanor in challenging situations.
Three to five years prior experience in executive secretarial field with extensive public contact.
Material and Equipment Directly Used
Uses a variety of office equipment including computer, copier, fax, printer, calculator and other standard office equipment. There may be times when use of personal vehicle may be required.
Working Environment/Physical Requirements
This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, using hands to finger, handle or feel and repetitive motions, frequently requires standing, walking and speaking or hearing and occasionally requires stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, using of measuring devices, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light traffic); work occurs in multiple offices in the same general area.
Education
High school diploma or equivalent required. Associate’s degree in related field preferred.
Passing of a drug screening required prior to appointment.
AN EQUAL OPPORTUNITY EMPLOYER
The City is a Governmental entity subject to Section 504 of the Rehabilitation Act of 1973,
which requires that otherwise qualified handicapped individuals be protected from discrimination.Show more
Title: ADMINISTRATIVE SPECIALIST I
Company: State of Arkansas
Location: Wrightsville, AR
