Position Summary
The Administrative Assistant provides administrative and clerical support to all departments within City Hall, including the Water Department, Court, Finance, and Human Resources. This position serves as a backup support role for various office functions and is responsible for assisting with daily operations such as customer service, phones, filing, scanning, records management, data entry, website support, and general office tasks. Responsibilities may expand over time based on departmental needs, employee training, and experience.
Essential Duties and Responsibilities
· Answer and direct incoming phone calls, emails, and walk-in inquiries.
· Provide customer service assistance to residents, vendors, employees, and the public.
· Perform clerical duties including scanning, copying, filing, organizing, and maintaining records.
· Assist multiple departments with administrative support as needed.
· Serve as backup support for City Hall departments including Water, Court, Finance, and HR functions.
· Prepare, sort, and distribute incoming and outgoing mail.
· Assist with document preparation, data entry, spreadsheets, and correspondence.
· Support website updates and online information maintenance.
· Maintain office files, records, and databases in accordance with retention procedures.
· Assist with utility billing, payments, receipts, and customer account inquiries as assigned.
· Assist with scheduling, meeting preparation, and general office coordination.
· Operate standard office equipment, including copiers, scanners, printers, and multi-line phone systems.
· Maintain confidentiality of sensitive employee, financial, court, and customer information.
· Cross-train in multiple departmental functions to provide operational backup coverage.
Additional duties may be assigned as needed.
Supervisory Responsibilities
This position has no supervisory responsibilities.
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 Experience
- High school diploma or general education degree (GED)
- Associate's degree in business administration, accounting, office administration, or a related field is preferred
· Previous administrative, clerical, customer service, or municipal office experience is preferred.
· Experience working with multiple departments, handling confidential information, and performing general office support duties is preferred.
· Equivalent combinations of education, training, and experience may be considered.
Knowledge, Skills, and Abilities
To perform the job successfully, an individual should demonstrate the following competencies:
· Analytical - Uses intuition and experience to complement data.
· Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; displays understanding of how the job relates to others; uses resources effectively.
· Use of Technology - Demonstrates required skills; adapts to new technologies; uses technology to increase productivity; keeps technical skills up to date.
· Customer Service - Responds promptly to customer needs; responds to requests for service and assistance; meets commitments.
· Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
· Cooperation - Offers assistance and support to co-workers.
· Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
· Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
· Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent.
· Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; completes tasks on time or notifies appropriate person with an alternate plan.
· Quality - Demonstrates accuracy and thoroughness; monitors own work to ensure quality.
· Quantity - Completes work in a timely manner.
Language Skills
The employee must be able to communicate effectively both verbally and in writing with employees, department heads, vendors, and the public. The ability to read, understand, and prepare routine correspondence, reports, forms, and documents is required. Strong customer service and interpersonal communication skills are necessary for handling public inquiries and assisting multiple departments.
Mathematical Skills
Basic mathematical skills are required, including the ability to add, subtract, multiply, divide, and accurately process numerical information. The employee may assist with payments, receipts, account balances, and other routine financial transactions.
Computer Skills
The employee should possess general computer knowledge and proficiency with Microsoft Office programs including Word, Excel, Outlook, and Adobe Acrobat. Experience with scanning systems, data entry, website content updates, online payment systems, and municipal software programs is preferred. The ability to learn new software systems and technology as needed is required.
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 sit; use hands to finger, handle, or feel; reach with hands and arms and talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, 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 work environment is primarily an indoor office setting within City Hall. The noise level is generally moderate. The employee will regularly interact with the public, employees, and multiple departments in a fast-paced environment requiring multitasking and frequent interruptions.
Equipment Used
This position regularly utilizes computers and standard office equipment, including multi-line telephone systems, printers, copiers, scanners, fax machines, calculators, and adding machines. Employees may also use postage and mail processing equipment, filing systems, and department-specific software and recordkeeping systems. Utilized equipment also includes credit/debit card processing terminals, cash drawers, receipt printers, check scanners, endorsement equipment, safes, and other cash handling equipment.
Disclaimer
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Management reserves the right to modify, add, or remove duties as necessary.
Pay: $35,360.00 - $43,680.00 per year
Benefits:
Application Question(s):
- Are you okay with a maximum of 28 hours/week and no insurance/benefits?
Shift availability:
Ability to Commute:
- Barling, AR 72923 (Required)
Work Location: In person
