ADMINISTRATIVE ASSISTANT - MAYOR'S OFFICE



Job Details

ADMINISTRATIVE ASSISTANT - MAYOR'S OFFICE
Employer

City of Fayetteville, Arkansas

Salary

$29,424.00 - $44,842.00 Annually

Location

Fayetteville, AR

Job Type

Full time

Job Number

00088

Department

Administration

Opening Date

06/17/2011

Closing Date

Continuous

Essential Job Duties

  1. Provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non-disruptive.
  2. Handle all administrative and record keeping requirements for P-card transactions, purchase orders and check request for department directors and Mayor.
  3. Manage all travel arrangements to include accounting and record keeping functions for all department directors and Mayor.
  4. Write, design, edit and ensure publishing of the monthly employee newsletter.
  5. Respond and research difficult citizen complaints and provide proper follow-up.
  6. Use judgment and tact to assist in routing visitors and callers to the appropriate division or individual.
  7. Maintain a current knowledge of all city projects, services, issues and community events to provide information to callers and visitors.
  8. Provide calendar maintenance and meeting organization for department heads and Mayor.
  9. Assist Mayor with his schedule and informational needs.
  10. Monitor and maintain department internet website for content and current information.
  11. Compose and type letters, memoranda, correspondence and other materials for department directors and Mayor.
  12. Sort and distribute mail.
  13. Maintain and perform data entry to databases for staff review and contract forms.
  14. Develop and maintain files and record keeping systems for department directors.
  15. Develop recommendations for the processing of claims made against the City ensuring claims are handled and resolved in a timely manner.
  16. Handle responsibilities of Mayors secretary in her absence.
  17. Purchase or assist in the purchasing of office supplies and minor equipment for department directors, Mayor and staff.
  18. Assist with timekeeping for department heads, Mayor and staff.
  19. Assist Mayor with his schedule and informational needs.
  20. Interact with the City Clerk’s office to provide current agenda information for City Council meetings and Council committees and commissions to department directors and staff.
  21. Perform other duties as assigned.

Secondary Job Duties

  1. Assist department directors in researching special projects, develop, type and distribute reports and special presentations.
  2. Monitor program budgets ensuring expenses are within budget.
  3. Secondary duties as assigned

Minimum Qualifications

  1. High School diploma and five years experience; Associate’s degree (A.A.) preferred from two year college or technical school.
  2. Effectively communicate with others orally and in writing.
  3. Must be proficient in the use of a personal computer and other related software programs. Must be able to effectively operate standard office equipment.
  4. While performing the functions of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, and sit; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
  5. The work environment is generally constant interruptions, ringing phones; people and groups standing around talking while work is being performed.

Full Time, 38 or more hours per week, non uniformed employee.  Eligible for all City benefits offered to full time non uniformed employees and all full time City accruals.  Also eligible for all City employee perks and discounts. 

Please click this link for more details on City employee benefits:  http://www.accessfayetteville.org/government/human_resources/employee_benefits/index.cfm

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Employer
City of Fayetteville, Arkansas
Address
113 W. Mountain

Fayetteville, Arkansas, 72701
Phone
479-575-8278
Website
http://www.accessfayetteville.org

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