Administrative Assistant to Public Services

Hot Springs Village; Hot Springs (AR); On-site; USD 29,000 - 35,000; Full time

Job summary

Hot Springs Village is seeking an Administrative Assistant to Public Services to provide confidential administrative support across Public Works. You will handle scheduling, communications, and data preparation, while maintaining filing systems and processing purchases and invoices.

The role requires strong computer skills and excellent customer service, with a focus on efficiency in a multi-divisional environment. Full-time position based in Hot Springs Village, AR.

Qualifications

• High school graduate or equivalent or completion of secretarial courses.
• 3–5 years of related experience preferred.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office suite and basic database use.

Responsibilities

• Provide confidential administrative support to Public Services and staff.
• Manage calendars, scheduling, and travel arrangements for Director.
• Prepare spreadsheets, charts, and reports; handle communications and filing.
• Process purchase orders and invoices; maintain filing and records systems.
• Respond to inquiries from the public and internal staff professionally.

Skills

Organizational skills

Communication

Microsoft Office

Customer service

Education

High school diploma

Secretarial courses

3–5 years experience

Tools

Word

Excel

PowerPoint

GIS Viewer

Adobe

Job description

Administrative Assistant to Public Services

Full Time Hot Springs Village, AR, US

Salary Range: $29,000.00 To $35,000.00 Annually

Job Title:Administrative Assistant to Public Services

Department: Public Works

Reports To: Director of Public Services

FLSA Status: Non-Exempt

Pay Grade: 06

Approved By: General Manager

Approved Date: 12/15/2020

SUMMARY

Provides high-level confidential administrative assistance, customer service, and technical support for all divisions of Public Services by conducting research, preparing spreadsheets, charts, reports, managing communications, handling information and work order requests, summarizing data, assisting customers and staff on various matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receives, distributes mail and internal documents to all Public Service divisions.
• Screens telephone calls and answers requests for information or routines to appropriate staff.
• Makes appointments, schedules and calendars travel arrangements and meetings for Director and staff.
• Gathers, organizes, and prepares information for metrics and reports.
• Independently responds to letters and general correspondence as assigned.
• Collects, records, verifies and processes all purchase orders and invoices for Public Utilities.
• Establish and maintain efficient filing and records retention system.
• Communicate and maintain effective working relationship with all division supervisors.
• Responsible for disbursing and reconciling department’s petty cash.
• Maintains and updates water meter card records and computer database.
• Maintain Public Services informational records with spreadsheets and mapping programs, or new asset management software as available.
• Maintains record plats.
• Call and e-mail emergency and non-emergency utility locate requests to Arkansas One-Call and maintain locates received file.
• Maintain subdivision/LBA addressing system.
• Maintain sanitation collection list for each sanitation route.
• Maintain at house and commercial sanitation lists.
• Responsible for sale of yard waste tags and money collected.
• Maintains weekly yard waste collection list.
• Responsible for new home permit asset list pertaining to the installation of a new simplex home pump system in coordination with utility supervisors.
• Determines utility service locations for new homes in coordination with associated utility supervisors.
• Communicate with building contractors to schedule tank sets, pump sets, and water meters in coordination with associated utility supervisors.
• Communicates with Entergy, First Electric, Suddenlink - cable, and AT&T - phone concerning new services as well as repair/outages, including streetlight outages.
• Maintain the tree and drainage complaint file on computer
• Have a thorough knowledge of all P.O.A. rules, regulations, policies and procedures.
• Assist division supervisors and Public Services Director as needed
• Assist and greet public in a positive and professional manner
• Assist with ordering office supplies and materials as needed
• Assists in preparation of annual budget
• May be required to drive P.O.A. vehicle or personal vehicle while conducting P.O.A. business.
• Regular attendance is required
• Any other related duties as assigned by the Public Services Director.

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 be efficient, organized, resourceful and flexible.
• Ability to function well in a fast-paced environment.
• Ability to function well in an older technology environment and help transition to the use of more current technologies and modern methods.
• Good interpersonal skills.
• Excellent verbal and written communication skills.
• Advanced proficiency with word processing, spreadsheets and databases.

EDUCATION and/or EXPERIENCE

High School graduate or equivalent and/or supplemented by specialized secretarial courses or graduation from an Accredited Business School, or minimum 3-5 years experience. Must possess good public relations and telephone qualities. Must have a pleasant personality to deal with the public. Must have excellent computer, typing and data entry skills and have a good working knowledge of Windows/Microsoft Office applications to include Word, Excel, Power Point, Adobe, GIS Viewer, and others. Have knowledge of modern office methods, work orders, online internet applications, and procedures, record keeping principles, filing systems and business letter and report writing techniques. Must have good communication skills, oral and written. Ability to type accurately. Requires good organizational skills.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add and subtract two-digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions. Ability to deal with problems involving concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Requires a valid Arkansas driver license and clean driving record with proof of liability insurance.

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 disability to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

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 disability to perform the essential functions.