Administrative Assistant I (Finance)

SAFETY/SECURITY SENSITIVE DESIGNATION: Under Review by the Office of the City Attorney

1. Provides administrative and clerical support to the Chief Financial Officer for the Department of Finance.
2. Drafts confidential letters, memoranda, and various narrative and statistical reports; receives and reviews incoming correspondence and requests for information; determines appropriate action necessary for routine correspondence or issues and prepares responses and associated paperwork for review and approval by the Director and other Departmental staff.
3. Monitors the status of special staff assignments made by the Chief Financial Officer and follow-up requests to ensure completion; advises the Chief Financial Officer regarding daily administrative functions and calls attention to non-routine issues regarding established procedures and matters which require his or her personal consideration; prepares required paperwork for review by Chief Financial Officer.
4. Maintains confidential files (i.e., performance evaluations, personnel files, and disciplinary actions) for the Chief Financial Officer; maintains various hard copy and computer files of information relating to Departmental projects.
5. Researches materials for the preparation and maintenance of the Finance Departmental Procedures Manual and Strategic Plan, including updates on fees, trends, facilities, and schedules.
6. Receives, sorts, and distributes incoming mail to appropriate departmental personnel; prepares outgoing mail; reviews non-routine incoming correspondence and routes to appropriate personnel.
7. Compiles information and cost figures for annual budget preparation for the Department; monitors Departmental account balances to ensure allotted amounts are not exceeded; completes fund transfers as required upon approval of the Chief Financial Officer; monitors the Department budget including prior year expenses and special project accounts; ensures the accuracy of entered amounts; advises appropriate personnel of discrepancies.
8. Screens visitors, mail, and telephone calls to the Chief Financial Officer’s office and other division staff; takes messages; answers questions and provides information regarding Departmental operations and procedures.
9. Develops and maintains calendar of departmental events, activities, and facility closings; ensures distribution of calendar to appropriate departmental personnel. 
10. Schedules and secures meeting rooms for various meetings, attends meetings to provide staff support and to note items requiring further attention; takes and types minutes of meetings; secures meeting rooms and makes catering and other arrangements; prepares and distributes meeting agendas, informational packets, and minutes to appropriate individuals.
11. Represents the Chief Financial Officer at various meetings by answering questions and exchanging information as assigned; serves on committees as assigned by Department Director.
12. Receives service and program related complaints and citizen complaints relative to the Department of Finance; records complaints by completing customer services reports; initiates review and resolution of customer complaints by notifying appropriate personnel; provides follow-up with citizen and staff to ensure resolution of problem.
13. Maintains appointment calendar for the Chief Financial Officer; schedules appointments and meetings; notifies appropriate individuals of meetings called by Chief Financial Officer; notifies Director of pending appointments.
14. Makes travel arrangements for the Chief Financial Officer and Deputy Directors; receives, reconciles, and processes all travel related documentation and submits to departmental staff for processing; ensures compliance with the City travel policies and procedures.
15. Receives, reviews and processes invoices for the Department; prepares purchase requisitions; codes invoices with appropriate vendor accounts and expenses codes; enters invoices into the computerized accounting/financial system.
16. Maintains office supplies inventory for the Department; compiles information and makes recommendations for the replacement and purchase of office equipment (i.e. scanners, printers, fax machines); contacts vendors to obtain price quotations for purchase of equipment and office supplies; prepares purchase requisitions for supplies, services, and equipment for the Department; submits order information to appropriate personnel for processing.
17. Provides assistance to the Chief Financial Officer and other Division personnel by compiling information and statistical data relative to Departmental expenditures and account balances to be utilized for presentations to the Board of Directors as necessary.
18. Submits requisitions for the advertisement of Departmental vacancies in the applicant tracking system; retrieves documents for review as requested by Chief Financial Officer.
19. Establishes and maintains computerized imaging indexing methods to scan, store, and retrieve Departmental correspondence and associated documents utilizing the records imaging system; ensures the accuracy and quality of indexed documents.
20. Operates a computer with database, spreadsheet, and word processing software in the performance of essential job functions.
21. Operates a city pool automobile in the performance of essential job functions.

SUPERVISORY RESPONSIBILITIES:  None.

These knowledge, skills, and abilities are usually, although not always, acquired through the completion of two (2) years of college coursework in Business Administration, Public Administration, or a related area, two (2) years of administrative experience or related area.  Equivalent combinations of education and experience will be considered.

• Must possess a valid Arkansas Class D (Non-Commercial Vehicle) Driver's License before employment and maintain licensure for the duration of employment in this position.

• Online applications only
• Applicants’ answers to supplemental questions will be used to screen for minimum qualifications electronically.
• Please include a complete work history when completing the application.  Work history may impact initial salary offer amount for the successful candidate.
• The list of qualified applicants will be considered active for up to six (6) months and may be used to fill future openings with same or similar minimum qualifications.
• All communication regarding application status will be sent to candidates via text message/email address listed on account.
• You may check your inbox in your Careers/LittleRock account to review all notices sent to the email address associated with your applications.
• Applicants may check application status for any position by logging into their account at Careers/LittleRock or contacting Human Resources at (501) 371-4590 if they are having computer difficulties.

Salary : $18 - $27