Administrative Assistant

Department:                                 Comptroller

Position Control Number:          0113-011

FLSA Status:                                  Non-Exempt; position is eligible for overtime

Safety Sensitive Designation:    This position is not designated as safety-sensitive.

Random Drug/Alcohol Test:       No

Opening Date:                              January 27, 2025                         

Closing Date:                                January 31, 2025   at 11:59 PM

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY: Responsible for providing administrative support to the Comptroller’s Office with research and preparation of reports, recommendation of administrative policy, preparation of office correspondence, preparation and monitoring of departmental budget, maintenance of departmental records, preparation of payroll reports, and coordination of meetings.

ESSENTIAL JOB FUNCTIONS:

• Makes recommendations of projected budget needs in preparation for the annual departmental budget; monitors accounts to ensure sufficient funding remains for projected expenditures.
• Attends staff and other meetings; records minutes and prepares an overview of the material covered; develops projected management system listing assigned responsibilities of all attendees and task deadlines.
• Records all requests for services, forwards them to appropriate personnel, and conducts follow up to ensure completion.
• Coordinates meetings for Department.
• Receives requests for use of the courthouse facility; sends Pulaski County use agreement; accepts signed agreement if intended use fits within the guidelines.
• Conducts research on special projects such as living wage, juvenile computer lab equipment, safety training, photomural fundraising, usage guidelines for County facilities, etc.; prepares reports and recommendations for review by the Comptroller.

SECONDARY DUTIES AND RESPONSIBILITIES:

• Performs other related duties as required.

PERSONNEL SUPERVISED: None

WORKING CONDITIONS:  Work is performed in a smoking-restricted office environment.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• • Considerable knowledge of office procedures, practices, equipment, and terminology.
  • Considerable knowledge of detailed filing and record-keeping systems.
  • Considerable knowledge of department policies, procedures, and functions.
  • Good knowledge of basic bookkeeping procedures.
  • Good knowledge of Microsoft Office software.
  • Ability to compose general narrative and numerical correspondence.
  • Ability to handle confidential information in a reliable manner.
  • Ability to establish and maintain effective working relationships with elected officials, Quorum Court members, other employees, and the general public.
  • Ability to establish and maintain detailed alphabetical, sectional, and numerical filing systems.
  • Ability to conduct research and summarize data.
  • Ability to attend work regularly and reliably. 
  • Skill in the use of a computer.
  • Skill in the use of a calculator.

PHYSICAL REQUIREMENTS:

• • Digital dexterity is necessary for keyboard operation.
  • Visual acuity is necessary for use of a computer screen.
  • Ability to communicate effectively orally, both in person and by telephone.

EDUCATION AND EXPERIENCE:

Completion of college-level coursework in Public Administration, Business, Management, or a related field;  considerable work experience in administrative support, public administration, office management, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge and abilities.