CITY OF LITTLE ROCK, ARKANSAS

JOB DESCRIPTION

 

JOB TITLE:	Administrative Assistant I	POSITION NUMBER(S):	2091
DEPARTMENT:	Public Works	GRADE:	708
DIVISION:	Administration	FLSA STATUS:	1
SECTION/UNIT:		UNION ELIGIBLE:	Exempt
REPORTS TO:	Director of Public Works	EEO CATEGORY:	Paraprofessionals
		EPAS JOB FAMILY:	9

 

 

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 when possible.

 

JOB OBJECTIVE:  Provides clerical and administrative support to the Public Works Administration Division.

 

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Drafts letters, memoranda, and reports; reviews incoming correspondence and composes responses for the signature of the Director and other departmental staff.

 

2.         Establishes and maintains computerized online filing and tracking system of Department correspondence, including daily file maintenance utilizing a microcomputer to backup software programs.

 

3.         Establishes and maintains hard copy and computer files and records of all departmental correspondence requiring follow-up; reviews correspondence and determines the appropriate Division to respond; monitors follow-ups to completion.

 

4.         Operates a microcomputer with database, spreadsheet, and word processing software to generate correspondence, memoranda, and reports.

 

5.         Establishes and maintains computerized indexing methods to scan, store, and retrieve departmental documents utilizing CabinetNG Software.

 

6.         Receives and reviews requests for information and determines appropriate action necessary on routine issues and prepares associated paperwork for Director review; advises Director on non-routine issues regarding established procedures; discusses appropriate action; prepares required paperwork for Director's signature.

 

7.         Answers questions and provides information to persons calling or visiting the Department; refers to appropriate personnel.

 

8.         Serves as Departmental liaison on computer, networking and software issues; analyzes software and computer hardware for use in the Department; assists Departmental personnel with software and hardware problems; determines system capabilities and recommends changes and upgrades.

 

9.         Compiles materials required to prepare annual budget figures for the Department; prepares all budgets for approval by the Director.

 

10.       Serves as backup in the absence of the Secretary-Executive

 

11.       Reviews office procedures and operations regarding the management of files and documents; recommends course of action to Director for improving efficiency and effectiveness of filing systems.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Assigns, prioritizes, and reviews the work activities of part-time, and temporary clerical personnel.

 

2.         Attends Public Works’ monthly management meeting; serves on committees as assigned by Director.

 

3.         Provide information regarding departmental operations to other City departments, outside agencies, and the general public.

 

4.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:  None.

 

PHYSICAL REQUIREMENTS:

 

The physical activities marked below are representative of those that will be required on a regular basis  to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

	YES	NO
work involves lifting, pushing, pulling or carrying 40 pounds or more		ü
work involves the operation of earth-moving equipment or commercial motor vehicles		ü
work involves the operation of non-commercial motor vehicles		ü
work involves the operation of tools such as axes, shovels, sling blades		ü
work involves the operation of motorized equipment such as chain saws, power saws, jackhammers, lawn mowers, tractors		ü
work involves stooping, bending, twisting, or reaching out in unusual positions	ü
work involves climbing or running		ü
works above ground or floor level, such as on stools or ladders		ü
works in a relatively high average degree of temperature over a long period of time		ü
work involves considerable physical exertion of the whole body over a long period of time		ü
work requires near vision (20 inches or less)		ü
work requires distance vision (20 feet or more)		ü
work involves detection of color differences		ü
work involves determination of the correct location of a sound, such as footsteps		ü
work involves hearing and understanding conversation or sounds	ü

 

 

reviewed:    January 2002

analyst        PPW