Administrative Assistant I

City of Little Rock HR; Little Rock (AR); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a dedicated clerical support professional to assist the Planning and Development Department. This role involves compiling budget data, maintaining office supplies, and managing personnel files. The ideal candidate will possess strong communication skills and a solid foundation in office practices. Join a team where your contributions will support essential operations and help maintain efficient departmental functions. If you have a knack for organization and a passion for public service, this opportunity is perfect for you!

Qualifications

• Completion of two years of college coursework in Business Administration or related area.
• Two years of administrative experience or related field.

Responsibilities

• Provide clerical support to the Planning and Development Department.
• Compile budget data and monitor departmental budget.
• Maintain office supplies and personnel files.

Skills

Office Practices

Research Methods

Filing Systems

Budget Processes

Statistical Analysis

Computer Skills

Communication Skills

Education

2 Years College Coursework in Business Administration

2 Years Administrative Experience

Tools

Word Processing Software

Database Software

Spreadsheet Software

Desk Calculator

Job description

SAFETY/SECURITY SENSITIVE DESIGNATION & JOB OBJECTIVE
This position is not designated as a safety/security sensitive position and is not subject to random drug and alcohol screening.

JOB OBJECTIVE: To provide clerical support to the Department Director and staff of the Planning and Development Department.

ESSENTIAL FUNCTIONS & SUPERVISORY RESPONSIBILITIES

1. Compiles budget data for approval by the Department Director; monitors Departmental budget by reviewing monthly reports to ensure budgeted amounts are not exceeded; determines which accounts are in need of revenue transfers and prepares forms for approval by Department Director.
2. Researches and compiles information regarding Departmental budget; including prior year expenses and special project accounts; maintains a computerized database of all Departmental expenses.
3. Maintains an inventory of office supplies; requisitions supplies as needed, and requests payments on invoices for ordered items.
4. Drafts routine correspondence for signature by the Department Director.
5. Enters payroll information into the computer for assigned Divisions by coding leave time, overtime, and salary adjustments; prepares employee status change forms and requests for personnel; maintains Department personnel files, including disciplinary action documents and EPAS information.
6. Serves as the petty cash custodian; forwards petty cash vouchers to the Finance Department and ensures reimbursement for purchases made by employees.
7. Maintains an inventory listing of equipment assigned to the Department; reviews annual physical listing to ensure the equipment listed is properly assigned to the Department.
8. Maintains hard copy and computer files of information regarding department projects, correspondence, legal opinions, and materials.
9. Types letters, memoranda, reports, forms and other correspondence utilizing word processing software; transcribes dictation.
10. Requisitions payments for utilities, maintenance and inspections of the copier, the elevator, and the heating and air conditioning units of the building.

SUPERVISORY RESPONSIBILITIES: None

MINIMUM QUALIFICATIONS & ADDITIONAL REQUIREMENTS

These knowledge, skills, and abilities are usually, although not always, acquired through the completion of two (2) years of college coursework in Business Administration, Public Administration, or a related area, two (2) years of administrative experience or related area. Equivalent combinations of education and experience will be considered.

ADDITIONAL REQUIREMENTS: None

DISCLAIMER

This document does not create an employment contract, implied or otherwise.

SECONDARY DUTIES

1. Makes travel arrangements and processes travel forms for the department staff.
2. Serves as key custodian for the building; issues keys to departmental staff and maintains accountability for issued and non-issued building keys.
3. Prepares and submits work orders to the appropriate Department for the repair and maintenance of the building.
4. Provides backup to the Administrative Technician by directing callers and visitors to the appropriate person or department.
5. Maintains an appointment calendar for the Department Director.
6. Requisitions payment of professional association dues for department employees; maintains a library of association publications for use by employees.
7. Distributes mail to the appropriate department employees.
8. Monitors Departmental Workers' Compensation claims to ensure compliance with City policies and procedures.
9. Answers questions from callers and visitors regarding complaints, Departmental operations and procedures and contacts appropriate personnel.
10. Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of standard office practices and procedures.
• Knowledge of research methods and techniques.
• Knowledge of hard copy and computer filing and record-keeping systems.
• Knowledge of applicable City-wide and departmental policies, procedures, and ordinances.
• Knowledge of budget processes.
• Knowledge of descriptive statistics.
• Skill in the operation of a computer, utilizing database, spreadsheet, and word processing software.
• Skill in the operation of a desk calculator.
• Skill in the operation of an automatic transmission vehicle.
• Ability to analyze and interpret research findings.
• Ability to develop administrative policies and procedures.
• Ability to prepare narrative and statistical reports.
• Ability to maintain hard copy and computer files and records.
• Ability to interpret laws and regulations.
• Ability to monitor budget expenditures and determine annual budget requirements.
• Ability to perform mathematical calculations.
• Ability to supervise the work activities of assigned clerical, technical and/or part-time employees.
• Ability to communicate effectively, both orally and in writing.

PHYSICAL REQUIREMENTS

The physical demand characteristics and activities indicated below are representative of those that will be required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.