EXECUTIVE ASSISTANT TO THE DIRECTOR

Date: Sep 12, 2024

Req ID: 43165

Location:

Little Rock, AR, US, 72201

Category: DEPT OF WORKFORCE SERVICES

Anticipated Starting Salary: $40,339.94

Position Number: 22136352

County: Pulaski

Anticipated Starting Salary: $40,339.94

Adult Education

Position Summary

The Executive Assistant to the Director maintains daily schedule for director, reviews incoming correspondence, and prepares responses when necessary. This position is also responsible for 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. This position is governed by state and federal laws and agency policy. The Executive Assistant will provide outstanding customer service requiring in depth knowledge and understanding of programs, processes, or services and administer varied or related processes. The candidate will create correspondence that is error-free, conduct research, analyze, and interpret data, and generate scheduled ad hoc reports as directed. In addition, the candidate will be a key administrator in the grants management system and maintain state vehicles in WEX. This position will create and maintain a database of division projects for reporting purposes, which includes the Division of Adult Education strategic plan .

Education and Professional Work Experience

Minimum Qualifications

The formal education equivalent of a bachelor’s 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. Other job-related education and/or experience may be substituted for all or part of these basic requirements.

Preferred Qualification

The Executive Assistant to the Director must demonstrate initiative as a self-starter, be analytically astute, exercise responsible discretion and judgment, and be highly motivated to competently achieve performance expectations with minimal supervision. Critical thinking skills and a high level of integrity is essential to be successful.

Proficiency in all Microsoft Office products is required, especially Microsoft Excel and Word. Database management experience such as Microsoft Access is preferred. The candidate must effectively communicate orally and in writing. Knowledge of and the effective application of grammar, punctuation, and spelling rules is required. Public presentation experience is desired. Good mathematical aptitude is essential. Management and organizational skills are required, with attention to detail.

Knowledge, Skills, and Abilities

• 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.

  Job Responsibilities and Expected Results

• Develops and implements office procedures necessary to meet department objectives.

• Supervises 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.

• Act as one of the key system administrators of the Grants Management System, Management Information System, Learning Management System, and complete monthly vehicle WEX report.

• 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 workflow, 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.

• Provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.

• Coordinate grant administration activities: review and monitor grant applications; ensure paperwork and other supporting documentation are included with grants.

• Maintain a working knowledge of the Division of Adult Education strategic plan.

• Collect data, create, update, and track division office activities relative to progress on goals and objectives.

• Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate process

• Research and verify information to provide technical assistance to the public, agency staff, and other entities as directed.

• Identify and critique potential problems and recommend cost-effective, feasible solutions that are conducive to achieving desired outcomes.

• Exercise responsible discretion to protect the integrity of all confidential agency, client, student, and employee information.

• Perform other duties as assigned

  The mission of the Department of Commerce is to champion economic opportunities through strategic initiatives and an equitable regulatory environment that attracts and grows businesses, safeguards consumers, enhances workforce quality, and energizes our infrastructure, creating a better quality of life for all Arkansans.

Position Information

Class Code: C010C

Grade: GS07

FLSA Status: EXEMPT

Salary Range: $40,340.00 - $64,343.00

Summary

The Executive Assistant to the Secretary is responsible for office management of a professional services operation. This position is governed by state and federal laws and department policy.

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.

Dimensions

None

Knowledge, Skills and Abilities

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 Qualifications

The formal education equivalent of an bachelor’s 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 department 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.

Licenses

None

The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.

Nearest Major Market:Little Rock