Admin Assistant - Info Systems

City-of-Jonesbor; Jonesboro (AR); On-site; USD 23,000 - 26,000; Full time

Job summary

The City of Jonesboro is seeking an Administrative Assistant in the Info Systems department to support the Director and handle essential office duties. The role involves standard clerical tasks, data entry, mail handling, scheduling, and routine correspondence.

Qualifications include a high school diploma or GED and 12 to 18 months of related experience. Notary public is preferred. This is a full-time, hourly, non-exempt position based in Jonesboro.

Qualifications

• High school diploma or GED with related clerical training or experience.
• Ability to perform data entry and use standard office software.
• Basic math and reading comprehension for routine documents.

Responsibilities

• Screens calls, directs callers, and transmits messages daily.
• Greet visitors and provide assistance daily.
• Sort, distribute mail and prepare outgoing mail daily.
• Prepare, format, and copy documents and reports daily/weekly.
• Perform routine data entry in designated databases daily.
• Manage filing systems and document confidentiality daily.
• Answer routine inquiries by phone or email daily.
• Schedule appointments and reserve conference rooms as needed.
• Compose routine correspondence and form letters as needed.
• Research data for reports and compile information as needed.
• Assist in ensuring proper workflow within the department daily.
• Perform other related duties as required.

Skills

Word Processing/Typing

Education

High school or GED

12 to 18 months related experience

Job description

Salary Range: $16.63 To $18.07 Hourly

Administrative Assistant

Job Description

Pay-type: Full-time, hourly, n on-exempt

Department: Info Systems

Reports To: Director of Info Systems

GENERAL DESCRIPTION OF POSITION

This position handles the administrative office duties and assists the Director for the IT department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• 1.Screens incoming calls, directs calls, and takes and transmits messages. This duty is performed daily.
• 2.Greets visitors and provides assistance. This duty is performed daily.
• 3.Receives, sorts, and distributes various mail and correspondence to appropriate personnel. This duty is performed daily.
• 4.Prepares external and internal outgoing mail and follows procedures and postal requirements. This duty is performed daily.
• 5.Photocopies various documents and ensures appropriate safeguard of such documents related to confidentiality. This duty is performed weekly.
• 6.Performs tasks using standard operating equipment and computer programs to prepare and format forms, correspondence, reports, and other documents. This duty is performed daily.
• 7.Provides routine data entry, keying information into designated fields using various databases. This duty is performed daily.
• 8.Assists in ensuring the proper flow of paperwork exists within an assigned department. This duty is
• 9.Answers written or oral inquires of a routine nature. This duty is performed daily.
• 10.May schedule appointments and conference rooms, verify data, provide follow up, and communicate appointment schedule to appropriate parties. This duty is performed as needed.
• 11.Composes and types routine correspondence and form letters. This duty is performed as needed.
• 12.Research various data storage/and or computer records to obtain information and compiles data for reports. This duty is performed as needed.
• 13.Establish and maintain filing systems. This duty is performed daily.
• 14. Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 12 to 18 months related experience and/or training, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to read and understand simple instructions, short correspondence, notes, letters and memos; Ability to write simple correspondence. Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.

CRITICAL THINKING SKILLS

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

NA

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Notary Public preferred. Valid driver’s license preferred.

SOFTWARE SKILLS REQUIRED

Intermediate: Word Processing/Typing

INITIATIVE AND INGENUITY

SUPERVISION RECEIVED

Under immediate supervision, performs general assignments of work, with periodic check of performance by supervisor.

PLANNING

Limited responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work operations.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and which would not only affect the operating efficiency of the individual involved, but would also affect the work operations of other employees and/or clientele to a slight degree.

MENTAL DEMAND

Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately repetitive. Activities with slight variation using a definite set of processes or directions with some degree of supervision. Choice of learned things in situations which conform to clearly established patterns and modes.

RESPONSIBILITY FOR WORK OF OTHERS

Responsibility for work of others: Not indicated.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

No responsibility for this factor.

ACCURACY

Probable errors of internal scope should ordinarily be detected within the department or office in which they occur, but may affect the work of others within the unit, requiring additional expenditure of time to trace errors and make all necessary corrections. Errors would require a moderate amount of time to correct.

ACCOUNTABILITY

FREEDOM TO ACT

Standardized. Accepted processes covered by well-defined standardized policies and procedures with supervisory review.

ANNUAL MONETARY IMPACT

The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, and savings from new techniques or reduction in manpower.

None. Job does not create any dollar monetary impact for the organization.

IMPACT ON END RESULTS

Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.

PUBLIC CONTACT

Occasional contacts with patrons on routine matters.

EMPLOYEE CONTACT

Contacts occasionally with others beyond immediate associates, but generally of a routine nature. May obtain, present or discuss data, but only as pertains to an immediate and specific assignment. No responsibility for obtaining cooperation or approval of action or decision.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of highly complex machines and equipment; specialized or advanced software programs.

WORKING CONDITIONS

Normal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel; regularly required to reach with hands and arms, talk or hear; and frequently required to walk; occasionally required to stand, climb or balance, stoop, kneel, crouch, or crawl, taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and distance vision.