Address
Form of workSUMMARY 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 relieving the department head or supervisor of administrative detail. Requires advanced skills and mastery over all assigned office responsibilities and the exercise of sound judgment in application of departmental procedures and methods in receiving and responding to routine inquiries and requests 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.
Ensures that department personnel reports and records; to include time sheets, payroll, hiring, evaluations, disciplinary actions, insurance, training, sick leave, vacation, tardiness, military leave, pension funds, medical claims and workers compensation, are processed and forwarded in a timely, accurate, and confidential manner.
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 official letters, memoranda and reports; prepares agendas and attends meetings, and prepares and distributes minutes to appropriate personnel such as boards and commissions as needed.
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 financial, payroll, purchasing, maintenance management and personnel management software as required by the department manager.
Deals courteously and diplomatically with the general public.
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.
EDUCATION and/or EXPERIENCE High school diploma or General Education Degree (GED) and one (1) year of college-level work, or completion of a clerical support educational program, AND three (3) years of satisfactory service as a Administrative Assistant I with the City.
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 Able 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
1-Year Educational Certificate in administrative or clerical skills.
Computer Training in Microsoft Office
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 finger, 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 levels of responsibility.
The City of Bentonville is committed to providing equal opportunity without regard to race, color, religion, sex, age, national origin, marital status, veteran status, political status, disability status, or genetic information, as required by all federal and state laws. The City's commitment extends to all employment related decisions, terms and conditions of employment (including job opportunities), promotions, pay and benefits.
