Summary The Executive Assistant to the Director is responsible for office management of a professional services operation. This position is governed by state and federal laws and agency policy. Typical Functions Provides general supervision of the work of administrative support staff by prioritizing work assignments, establishing deadlines, and reviewing the work performed to ensure technical accuracy and compliance with established policies. Maintains daily schedule for director, reviews incoming correspondence, and prepares responses when necessary. Develops and implements office procedures necessary to meet department objectives. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings. Organizes, arranges, and attends when necessary, conferences and seminars related to department objectives. Coordinates office activities with directors and other professional staff, monitors office activities and work flow, and makes periodic reports to supervisors. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials. Compiles and maintains administrative information and records, such as budget, purchasing, and accounting. Orders office supplies and invoices contracts. Maintains office supply inventory, orders office supplies, and invoices contracts. Performs other duties as assigned. Special Job Dimensions Knowledge, Abilities, and Skills Knowledge of supervisory practices and procedures. Knowledge of the operation of a professional services office. Knowledge of administrative and office management. Ability to supervise a medium-sized administrative support staff. Ability to develop and implement office policies and procedures. Ability to prepare financial and statistical reports. Skill in Microsoft Office. Minimum Education and/or Experience The formal education equivalent of an bachelors degree in business administration, office administration, communications, public relations or a related field; plus two years of experience in office or program administration, public relations or a related field, including one year in a supervisory or leadership capacity. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE. Preferred Qualifications The ideal candidate will have excellent oral and written communication skills; excellent research skill; and be experienced in drafting professional correspondence. Additionally, the successful candidate will have a mastery of proper business etiquette and be able to work in a timely and professional manner. Certificates, Licenses, Registrations Agency Specific Information Special Application Information:
Applicants must submit a writing sample (no longer than 6 pages) as a supplement to the application. Writing samples should illustrate analytical and grammatical skills and may be mailed to: 101 E. Capitol Avenue, Suite 212, Little Rock, AR 72201 or faxed to 501.682.3271. Please reference the date of your electronic application submission in your cover.
Applications are prescreened according to the state application, addenda (writing sample), resume, transcript, licenses and any other information that you submit.
It is important that you submit complete and accurate application information. List all prior work experience, including military service, beginning with your most recent employment. (Include all experience, even if you do not believe that experience to be relevant to the position for which you are applying.) You may include volunteer or unpaid work as part of your work history; however, you should include the number of hours per week which you performed these duties.
When submitting your State Application, you may refer to your resume for the Employment History if your resume includes all the information requested in the Employment History section of the state application (month and year employment began and ended, weekly hours worked, etc.).
Inadequate completion of your job history will adversely impact your comparison with other candidates.
False, misleading or incomplete statements may result in rejection of your application or termination from employment if hired.
Benefit Package May Include: Health & Life Insurance, Vacation & Sick Time, Paid Holidays, Credit Union Available, Retirement, Career Bonus and Deferred Compensation.
Position requires in-state travel. Employment is subject to a six-month probationary period.