EXECUTIVE ASSISTANT TO THE DIRECTOR

Position Number: 22080279 
County: Pulaski 
Anticipated Starting Salary: $40,339.94 
Adult Education 

Position Summary

The Executive Assistant maintains daily schedules, reviews incoming correspondence, and prepares responses when necessary. The candidate will cross-train GED administrative activities, maintain the database, create correspondence that is error-free, conduct research, analyze and interpret data, and generate scheduled ad hoc reports as directed. 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 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 work-related subject area.
• Knowledge of the operation of a professional services office.
• Knowledge of administrative and office management.
• 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

1. Develop and implement office procedures necessary to meet department objectives.

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

3. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings.

4. Organizes, arranges, and attends, when necessary, conferences and seminars related to department objectives.

5. Coordinates office activities with directors and other professional staff, monitors office activities and workflow, and makes periodic reports to supervisors.
6. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials.

7. Compiles and maintains administrative information and records, such as budget, purchasing, and accounting.

8. 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.
9. Coordinate grant administration activities: review and monitor grant applications; ensure paperwork and other supporting documentation are included with grants.

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

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

12. Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate processes.

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

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

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

16. Maintain files consisting of correspondence, reports, and subject matter material for assigned specialists. Assists others in the department if needed. Types and submits weekly, monthly, and annual reports.

17. Respond to GED and adult education inquiries from the public, process GED transcripts and WAGE certificates.

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

19. Track WAGE certificates and documents using CANVAS and LACES.

20. 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.

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.