ADMINISTRATIVE ASSISTANT/RECEPTIONIST (Q213C)

Position Information

Class Code: Q213C

Grade: GS10

Salary Range: $56,039.00 - $89,383.00

Summary

A Constituency Services Administrative Assistant/Receptionist functions as a nonpartisan Senate staff member who assists the Senators of the Arkansas Senate and works under the supervision of the Manager of the Constituency Services Office of the Arkansas Senate.  This role provides support and handles a variety of clerical and administrative responsibilities.  The Senate seeks a trustworthy person with excellent communication skills and a positive attitude.  Candidates should be able to provide respectful and professional assistance and work to be a helpful presence in the workplace.  Candidates need to be able to quickly learn a variety of practices and procedures.  The position is full-time and located in Little Rock, Arkansas.

Functions

• Perform clerical and administrative tasks necessary to assist the Manager of the Constituency Services Office and other staff.
• Compose and prepare various types of routine correspondence and written material. 
• Assist Senators with a variety of requests.
• Monitor and coordinate office supply inventory as needed.
• Perform data entry functions.
• Operate standard office equipment, including copy machines and multi-line telephone systems.
• Maintain general office organization, computer files, and paper files in accordance with office procedures.
• Ensure assigned areas are stocked, neat, and in order.
• Retrieve and deliver assignments within the State Capitol building.
• Oversee the receipt and distribution of incoming and outgoing mail, including delivering interoffice mail to CSO, operating the postage meter, and routing messenger mail.  
• Schedule and reserve meetings in various conference rooms and meeting rooms.
• Answer phone calls and provide continual coverage for assigned phone lines. 
• Greet and assist legislators and visitors.
• Perform general administrative duties and other tasks as assigned or upon request.

Dimensions

Knowledge, Skills and Abilities

• Excellent verbal and written communication skills, including proficiency in English grammar, spelling, and punctuation.
• Must be versed in computers and general office tasks.
• Strong interpersonal skills and be prepared, responsive, and willing to meet challenges. 
• Exhibits professional attitude and appearance.
• Ability to conform and function in a highly professional atmosphere and give respect and deference to elected and/or other government officials and staff.
• Willingness to be flexible and work harmoniously in collaboration with co-workers in a team environment.

• Handle multiple requests and assignments.

• Excellent time management skills and the ability to multi-task and prioritize assignments.
• Ready to follow instructions and directives and learn new procedures when needed.
• Can operate under frequent and/or unforeseen deadlines with the ability to carry out duties promptly, consistently, accurately, and with high quality.
• Maintain professional relationships with Senators, staff, and individuals at all levels of government.  Maintain high standards of professional ethics; exercise appropriate respect and discretion with confidential and sensitive matters.
• Comfortable in a multi-tiered leadership paradigm.
• Can operate and comply with applicable Senate policies and rules and state guidelines.

Minimum Qualifications

Solid administrative assistant background with a minimum of five years of experience.  High School Diploma or equivalent required.  Associate’s degree is preferred.  Education, experience and ability commensurate with assigned duties.  Knowledge and proficiency with Microsoft Office and other computer and word processing applications.  A background check is required.

Licenses