Administrative Assistant II - Water

City of Bentonville•Bentonville, AR

13d

About The Position

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.

Requirements

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
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.
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.
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.
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.

Nice To Haves

Ability to obtain a Water distribution license or a Wastewater License

Responsibilities

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.