LEGISLATIVE ADMINISTRATIVE SERVICES SPEC

BUREAU OF LEGISLATIVE RESEARCH

JOB DESCRIPTION

POSITION:        Legislative Administrative Services Specialist, Administrative Services Division

GRADE:              SGS05

SUMMARY OF POSITION:  The Legislative Administrative Services Specialist  works under the direct supervision of the Chief Fiscal Officer. The Legislative Administrative Services Specialist is responsible for making travel arrangements for Bureau staff, providing support to hiring managers with hiring and onboarding tasks, as well as maintaining documentation concerning each category of assets owned and maintained by the Bureau of Legislative Research.

ESSENTIAL FUNCTIONS:

• Serve as Bureau Travel Coordinator, making travel arrangements for Bureau Staff to attend approved conferences.
• Provide support to the Director and Bureau division heads with regard to all hiring and onboarding processes, including without limitation:
  • Serving as HR contact for the AR Careers system;
  • Performing required background checks;
  • Coordinating applicant testing;
  • Maintaining all onboarding processes and checklists; and
  • Overseeing the new employee training and ambassador program.
• Monitor the Bureau Vehicle Safety Program and serve as the contact person with the Arkansas Insurance Department for the purpose of employee updates with regard to that program.
• Coordinate BLR events to include new employee orientation luncheon, years of service celebration as well as leadership luncheons.
• Perform a physical inventory of all assets on an annual basis.
• Provide a written report of the outcome of the inventory to the Chief Fiscal Officer and the Director.
• Make determinations as to asset class and categorization and input information concerning assets into the AASIS Asset Module.
• Oversee the disposal and relocation of assets within the Bureau and document these changes.
• Assist the Chief Fiscal Officer in providing information related to inventory for the Bureau’s audit.
• Answer the main Bureau telephone and direct and transfer calls to appropriate or requested person.
• Greet members of the General Assembly and other visitors at the Bureau front desk during regular office hours.
• Maintain computer files and paper files in accordance with office procedures and the Chief Fiscal Officer’s instructions
• Be available to members of the General Assembly, state agency staff, and Bureau staff to provide answers to issues that may arise.

OTHER FUNCTIONS:

• Maintain the ability and knowledge to function as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.
• Occasional out-of-state travel to conferences or seminars.
• Perform other related duties as requested by the Chief Fiscal Officer and the Director of the Bureau.

QUALIFICATIONS/SKILLS:

• Bachelor’s degree in business administration, public administration, personnel management, or other related field.
• Education, experience, and abilities commensurate with assigned duties.
• Knowledge of the processes and procedures of the Arkansas General Assembly.
• Knowledge of Bureau policies and procedures.
• Ability to organize workload and set priorities.
• Ability to communicate with Bureau staff, state agency staff, members of the General Assembly, and members of the public.
• Knowledge of principles and practices of human resources and organizational management.
• Prefer experience in the AASIS System.
• Strong organizational skills, including the ability to organize workload and set priorities.

PRODUCTION STANDARDS:

• Adept in communicating with Bureau staff, state agency staff, members of the General Assembly, and members of the public, both verbally and in writing.
• Demonstrates proficient time management skills, including the ability to complete work under strict time deadlines.
• Demonstrates the ability to provide valid solutions to staff or member complaints or issues.
• Accurately compiles data for use by others.
• Accurately maintains files and records.
• Exhibits professional attitude, appearance, and communication skills.
• Is assertive – undertakes tasks on own initiative.
• Maintains high standard of professional ethics and exercises appropriate discretion with confidential matters.
• Continues to improve job-related skills and knowledge.
• Effectively organizes and monitors the status of projects and work flow.
• Functions and cooperates as part of an administrative services team, including without limitation assisting with the workload of other Administrative Services Division staff when necessary.