JOB DESCRIPTION

 

 

JOB TITLE: Board of Directors’ Administrative Coordinator

 

MAINTENANCE REVIEW DATE:  May 1999

 

ORG/POS #:  1010/2822

 

JOB OBJECTIVE:  To provide administrative and clerical support to the City of Little Rock Board of Directors.

 

ACCOUNTABILITY:  Receives general supervision from the Assistant City Manager.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Types and distributes letters, memoranda, reports, and other materials; takes and transcribes dictation as required.

 

2.         Drafts and types correspondence for signature of the members of the Board of Directors; composes and distributes routine correspondence.

 

3.         Schedules meeting rooms and makes other necessary arrangements for meetings called by members of the Board of Directors; notifies appropriate individuals of scheduled meetings.

 

4.         Maintains an appointment calendar for the Board of Directors; notifies Board members of pending appointments and other engagements.

 

5.         Makes travel arrangements for the Board of Directors and others as required.

 

6.         Receives and reviews incoming mail for members of the Board of Directors; drafts responses; directs mail to the proper individual or file.

 

7.         Maintains and updates informational files used by the Board of Directors.

 

8.         Drafts and edits technical correspondence and reports, originating from various City departments, for review by the Board of Directors.

 

9.         Researches and analyzes data regarding City-wide programs and procedures; drafts recommendations for changes to City operations for review by the Board of Directors.

 

10.       Provides assistance in the compilation of information for the preparation of reports for the City Manager’s Office.

 

11.       Assists Board of Directors in the processing of citizen inquires and complaints by gathering information, tracking progress, and reporting updates.

 

12.       Monitors budget for Board of Directors; prepares purchase requisitions, purchase orders, and Appropriation Transfer Requests (ATRs); reviews purchase requisitions to ensure items have been budgeted and comply with budget and procedural constraints; maintains related hard copy and computer files and records.

JOB TITLE: Board of Directors’ Administrative Coordinator

JOB DESCRIPTION - CONTINUED

 

 

13.       Answers questions and provides information, and receives complaint calls and handles as appropriate, regarding Board of Directors, Mayor’s Office, and City Manager’s Office issues.

 

14.       Operates a microcomputer utilizing spreadsheet and word processing software.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB SPECIFICATION

BOARD OF DIRECTORS’ ADMINISTRATIVE COORDINATOR

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in providing administrative and clerical support to the City of Little Rock Board of Directors.

 

MAINTENANCE REVIEW DATE:  May 1999

 

EXAMPLES OF WORK:  (Illustrative)

 

Types and distributes letters, memoranda, reports, and other materials; takes and transcribes dictation as required.

 

Drafts and types correspondence for signature of the members of the Board of Directors; composes and distributes routine correspondence.

 

Schedules meeting rooms and makes other necessary arrangements for meetings called by members of the Board of Directors; notifies appropriate individuals of scheduled meetings.

 

Maintains an appointment calendar for the Board of Directors; notifies Board members of pending appointments and other engagements.

 

Makes travel arrangements for the Board of Directors and others as required.

 

Receives and reviews incoming mail for members of the Board of Directors; drafts responses; directs mail to the proper individual or file.

 

Maintains and updates informational files used by the Board of Directors.

 

Drafts and edits technical correspondence and reports, originating from various City departments, for review by the Board of Directors.

 

Researches and analyzes data regarding City-wide programs and procedures; drafts recommendations for changes to City operations for review by the Board of Directors.

 

Provides assistance in the compilation of information for the preparation of reports for the City Manager’s Office.

 

Assists Board of Directors in the processing of citizen inquires and complaints by gathering information, tracking progress, and reporting updates.

 

Monitors budget for Board of Directors; prepares purchase requisitions, purchase orders, and Appropriation Transfer Requests (ATRs); reviews purchase requisitions to ensure items have been budgeted and comply with budget and procedural constraints; maintains related hard copy and computer files and records.

 

Answers questions and provides information, and receives complaint calls and handles as appropriate, regarding Board of Directors, Mayor’s Office, and City Manager’s Office issues.

 

Operates a microcomputer utilizing spreadsheet and word processing software.

JOB TITLE: Board of Directors’ Administrative Coordinator

JOB SPECIFICATION - CONTINUED

 

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

 

Considerable knowledge of standard office practices and procedures.

 

Considerable knowledge of research methods and techniques.

 

Considerable knowledge of English grammar, spelling, punctuation, and syntax.

 

Considerable knowledge of hard copy and computer filing and record-keeping systems.

 

Good knowledge of computer fundamentals and business software, including spreadsheet and word processing software.

 

Good knowledge of applicable City-wide and departmental policies, procedures, and ordinances.

 

Good knowledge of budget processes.

 

Some knowledge of descriptive statistics.

 

Skill in the operation of a microcomputer, utilizing spreadsheet and word processing software.

 

Skill in the operation of electronic dictating equipment.

 

Skill in the operation of a ten-key calculator.

 

Ability to conduct research.

 

Ability to analyze and interpret research findings.

 

Ability to prepare narrative and statistical reports.

 

Ability to establish maintain hard copy and computer files and records and systems.

 

Ability to interpret laws and regulations.

 

Ability to monitor budget expenditures and determine annual budget requirements.

 

Ability to take and transcribe dictation.

 

Ability to perform mathematical calculations.

 

Ability to communicate effectively, both orally and in writing.

 

JOB TITLE:  Administrative Assistant I

JOB SPECIFICATION - CONTINUED

 

 

ACCEPTABLE EXPERIENCE AND TRAINING:

 

Completion of two (2) years of college coursework in Business Administration, Public Administration, or a related area, or two (2) years of vocational technical school coursework in secretarial procedures, office administration, or a related area; at least two (2) years of administrative or secretarial experience; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

 

JOB TITLE:  Board of Directors’ Administrative Coordinator

JOB SPECIFICATION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required 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 ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                                                                                                        YES                                                                            NO