LEGISLATIVE ADMINISTRATIVE ASST III

State of Arkansas; Little Rock (AR); On-site; USD 42,000 - 58,000; Full time

Job summary

The State of Arkansas seeks an Legislative Administrative Assistant III in the Research Services Division. The role provides administrative support to the Deputy Director and division staff, assists in delivering research and committee services to General Assembly members, and performs clerical, data entry, and filing duties.

Responsibilities include handling correspondence, preparing presentations and reports, managing meeting logistics, and aiding in staff training.

Qualifications

• High School diploma or equivalent is required.
• Clerical training and skills appropriate to tasks are expected.
• Strong English grammar, spelling, and punctuation are essential.
• Excellent proofreading and time-management abilities are important.
• Good organizational skills and workload prioritization are needed.

Responsibilities

• Perform clerical and administrative tasks to support the Deputy Director and division staff.
• Answer telephone calls and greet visitors, directing them to appropriate staff.
• Type and proofread reports, analyses, memoranda, and meeting materials.
• Prepare meeting packets and maintain files and per diem sheets.
• Track bills, resolutions, and amendments during sessions.
• Maintain filing systems and assist in training new staff.

Skills

Clerical skills

Proofreading

Time management

Organizational skills

Communication

Meeting coordination

Education

High School diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

QuestionPro

ArcView GIS Software

Access

Job description

Position

Legislative Administrative Assistant III, Research Services Division

Grade: SGS06

Summary of Position

The Legislative Administrative Assistant III works under the direct supervision of the Deputy Director for Research Services and is responsible for providing administrative support to the Deputy Director, as well as to the Research Services Division in general. The Legislative Administrative Assistant III assists in the delivery of research and committee services to members of the General Assembly; acts as a receptionist, office clerk, secretary, and data entry specialist; works on presentations, studies, and special reports; handles the ordering and stocking of office supplies; assists in the training of new staff; and fulfills other requested tasks.

Essential Functions

• Perform clerical and administrative tasks necessary to assist the Deputy Director for Research Services in the management of division personnel, functions, and resources to ensure the smooth operation of the division, including without limitation:
• Relaying and prioritizing telephone messages to the Deputy Director;
• Advising the Deputy Director of visitors to the office and their needs; and
• Directing callers and office visitors to the appropriate staff based upon

their needs.

• Answer the telephone and greet members of the General Assembly and other visitors during legislative committee meetings and at Bureau front desk during regular office hours.
• Type and proofread reports, analyses, memoranda, study proposals, and correspondence of the Deputy Director.
• Type and proofread committee forms, meeting agendas, meeting notices, and minutes, as directed by the Deputy Director.
• Assist the Deputy Director with topical research by accessing the Internet, Folio Views, and internal Bureau programs.
• Track bills, resolutions, and amendments throughout the legislative session.
• Maintain computer files and paper files in accordance with office procedures and the Deputy Director’s instructions.
• Prepare meeting packets, maintain per diem sheets, record meeting discussion and actions, set up meeting room for committee meetings, order required audiovisual equipment for meeting room, and check meeting room microphones.
• Post meeting agenda and exhibits on the General Assembly website.
• Be available to members of the General Assembly, state agency staff, Bureau staff, and members of the public with regard to issues concerning legislative committee meetings.
• Travel as needed for in-state and out-of-state legislative committee meetings.
• Work on presentations, studies, and special reports, as required by the Deputy Director.
• Collaborate with the Legislative Administrative Assistant II, Committee Services Section, regarding ordering and stocking office supplies for the Research Services Division.
• Assist in the training of new administrative support staff.
• Prepare presentations and documents for the Deputy Director.
• Maintain the Research Library.

Other Functions

• Attend training sessions, conferences, and workshops to improve skills necessary to perform the essential functions of the job.
• Perform other related duties as requested by the Deputy Director for Research Services and the Director of the Bureau.

Qualifications / Skills

• High School diploma or equivalent.
• Clerical training and skills commensurate with assigned tasks.
• Knowledge and proficiency in English grammar, spelling, and punctuation.
• Strong proofreading skills.
• Strong organizational skills, including the ability to organize workload and set priorities.
• Proficiency in Microsoft Word, Excel, Microsoft Outlook, the Internet, PowerPoint, QuestionPro, ArcView GIS Software, and Access database programs.
• Knowledge of the operation of facsimile machines, copy machines, and multi-line telephone systems.
• Ability to communicate with Bureau Staff, state agency staff, members of the General Assembly, and members of the public.
• Ability to plan, organize, record, and summarize meeting proceedings.

Production Standards

• Adept in communicating with Bureau staff, members of the General Assembly, state agency staff, and members of the public, both verbally and in writing.
• Demonstrates proficient time management skills, including the ability to complete work under strict time deadlines.
• Accurately compiles data for use by others.
• Accurately maintains files and records.
• Exhibits professional attitude, appearance, and communication skills.
• Is assertive – undertakes tasks on own initiative.
• Maintains high standard of professional ethics and exercises appropriate discretion with confidential matters.
• Continues to improve job-related skills and knowledge.
• Effectively organizes and monitors the status of projects and work flow.
• Works cooperatively at problem solving and assists coworkers with a variety of tasks.
• Functions and cooperates as part of an administrative support team, including without limitation assisting with the workload of other administrative assistants when necessary.