Description

Posting closes 2/24/2025

Under general supervision, this position coordinates and performs administrative support functions by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Northwest Arkansas staff.

EXAMPLES OF WORK

The following examples are intended only as illustrations of various types of work performed. No attempt is made to be exhaustive. Related, similar, or other logical duties are performed as assigned. The Department may require employees to perform functions beyond those contained in job descriptions. The Department may modify job descriptions based on Department needs. The Arkansas Department of Transportation is an "at will" employer.

• Coordinate and perform general office duties such as answering phones, delivering messages, ordering supplies, managing records, performing basic bookkeeping, opening and distributing incoming mail correspondence, filing and retrieving documents, preparing and/or proofreading correspondence and other documents.

• Coordinate agendas and make arrangements for meetings, including reserving rooms and equipment; compile, transcribe, and distribute minutes of meetings as needed.

• Coordinate with office administrative support staff to ensure adequate office coverage.

• Coordinate processing and review of payments and/or other transactions in Oracle.

• Prepare invoices, reports, memoranda, letters and other documents using word processing, spreadsheet, database and/or presentation software.

• Interpret and explain Department policies and procedures in response to requests or refer inquiries as appropriate.

• Coordinate physical verification of assets and/or inventories.

• Provide training on administrative, bookkeeping and other procedures to staff as needed.

• Coordinate and assist in the review of various documents and maps such as bid proposals, contracts, agreements, etc.

• Assist local project sponsors in developing various federal aid projects.

• Assist with updating, tracking, compiling, and maintaining project information using specialized software and databases.

• Assist fellow staff members during peak workload periods.

• Assist with processing travel reimbursements.

• Manage NWA vehicle calendar.

• Work with NWA property management to schedule office maintenance as needed and maintain lease agreement records.

• Oversee NWA office keycard and phone records, including issuing, transferring, and deactivating keycards and guest badges.

  MINIMUM REQUIREMENTS

  Education and experience: The educational equivalent to a bachelor’s degree from an accredited college or university OR the educational equivalent to a high school diploma plus four years of related experience. Experience handling a wide range of administrative tasks.

  Knowledge, skills and abilities: Knowledge of business letter and report writing, recordkeeping principles/procedures, and business mathematics. Ability to interpret and explain pertinent Department policies and procedures. Ability to independently perform confidential administrative support duties with speed and accuracy. Ability to analyze situations carefully and adopt effective courses of action. Ability to communicate effectively both verbally and in writing. Ability to organize, prioritize and multi-task. Detail-oriented, self-motivated with the ability to work independently. Strong sense of urgency and follow-through. Ability to work effectively and interact appropriately with a diverse array of people. Advanced skills in Microsoft Word, Excel, and Outlook. Ability to lead and train others.

  Working conditions: Office environment.

  Licenses, registrations and certifications:

  Valid Driver’s license.

  ("Accredited" means the educational institution or program is accredited by an accrediting organization recognized either by the United States Department of Education or by the Council for Higher Education Accreditation.)

  A criminal background check will be required to determine suitability of employment, and failure to meet these standards may cause the applicant to be rejected or terminated from that position.