Administrative Assistant II - Water

City-of-Bentonville,-Ar-; Bentonville (AR); On-site; USD 38,000 - 46,000; Full time

Job summary

City of Bentonville is seeking an Administrative Assistant I to perform highly responsible, confidential and complex administrative tasks, relieving the department head of routine work. The role involves budgeting, records maintenance, scheduling, travel arrangements, and handling public inquiries.

Ideal candidates will have a high school diploma or GED with four years of direct administrative experience; possess solid English skills and basic math abilities; and be prepared to serve as a first

Qualifications

• High school diploma or GED with 4 years of experience in an administrative position, or a combination of education and experience.
• Must reside in Arkansas and within a reasonable distance from the city center to respond to emergencies.
• Must possess basic knowledge of business English and office terminology.
• Ability to perform basic math and interpret data for reports and budgeting.
• Ability to obtain a Water distribution or Wastewater license.
• Physical ability to perform tasks including lifting up to 10 pounds.

Responsibilities

• Provide administrative support for special projects, including research, coordination of tasks, and preparation of reports and budgets.
• Handle routine personnel inquiries and provide information on employee benefits.
• Maintain personnel records, time and payroll records, and budgeting materials.
• Prepare letters, contracts, requisitions, purchase orders, and department newsletters.
• Schedule meetings, travel, and maintain department head calendars; take minutes for boards and commissions.
• Answer inquiries from the public and route mail and correspondence as per procedures.
• Operate office machines and software required by the department manager.
• Respond as a first responder during city emergencies and fulfill duties as assigned.

Education

High school diploma or GED plus 4 years of direct administrative experience

Job description

SUMMARY

In addition to the duties and tasks performed by the Administrative Assistant I, this position performs a variety of highly responsible, confidential and complex administrative and secretarial tasks in effort to relieve the department head or supervisor of administrative detail. Requires advanced skills and mastery over all assigned office responsibilities. The Assistant shall exercise sound judgment in application of departmental procedures and methods in receiving and responding to routine inquiries concerning departmental services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Reporting relationships, work assignments, and work schedules may be subject to change in order to meet City needs or operational requirements. Attendance at work and the ability to get along with the public, supervisors, and co-workers are essential elements of this position. Other duties may be assigned.

Performs various administrative support work for special projects such as researching and analyzing information and coordinating tasks; prepares accounting and statistical tables, reports, resolutions, contracts and maintains departmental records, indexes and logs.

Handles routine personnel-related questions from employees and provides contact information concerning employee benefit matters.

Maintains department personnel reports and records which include time records, payroll, hiring, evaluations, disciplinary actions, insurance, training, sick leave, vacation, tardiness, military leave, pension funds, and workers compensation.

Prepares or assists in the preparation of the departmental operating budget and may advise department head on expenditures and budget control matters; orders supplies and materials for the department and maintains accurate inventory of materials. Also, disburses and maintains departmental petty cash funds.

Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work. Also operates department base radio and communicates to department employees.

Prepares, composes, types, distributes and files letters, forms, reports, contracts, bids, requisitions, purchase orders, departmental newsletter, general correspondence and other documents related to department operations.

Schedules meetings, appointments and travel arrangements for the department head to include maintaining a calendar; responds and processes citizen complaints; prepares agendas and attends meetings and prepares and distributes minutes to appropriate personnel such as boards and commissions.

Reads and routes incoming mail and composes replies to correspondence in accordance with established procedures.

Operates various modern office machines, both general and department-specific, necessary to perform administrative functions to include personal computers.

Operates various software packages and programs, both general and department-specific, as required by the department manager.

Able to perform all required tasks using purchasing, work order and document control software as required by the department manager.

Deals courteously and diplomatically with the general public.

This position is considered a first responder in the event of a citywide emergency or disaster situation. During such an event, this position will respond and perform tasks that are assigned based on the need of the situation.

Performs other related duties as required.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must also reside in Arkansas and within a reasonable distance from the center of the City of Bentonville in order to respond to emergencies that may arise.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED) and four (4) years of direct experience working in a administrative position; or a combination of education and experience

LANGUAGE SKILLS

Must possess a basic knowledge of office terminology and business English.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

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 draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Ability to obtain a Water distribution license or a Wastewater License

PHYSICAL DEMANDS

The physical demands 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.

While performing the duties of this job, the employee is regularly required to use hands to handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the 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.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description but which are commensurate with similar level

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.