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City of North Little Rock, AR

Executive Secretary Job at City of North Little Rock, AR in North Little Rock

City of North Little Rock, AR, North Little Rock, AR, United States, 72019


Salary: Depends on Qualifications

Location : Human Resources Department, North Little Rock

Job Type: Full Time

Job Number: 24121

Department: Engineering

Opening Date: 12/19/2024

Closing Date: 1/2/2025 4:00 PM Central

Max Number of Applicants: 50

General Responsibilities Summary

Provides business office secretarial support for the Engineering Department by performing the following duties.
Essential Functions

include the following. The list of essential functions is not exhaustive and may be supplemented as necessary. Other duties may be assigned. Regular and predictable attendance and punctuality are essential functions of this position.

Customer Service: serves as receptionist for the Engineering Department: greets visitors; answers multi-line phone; directs callers to proper person or office; takes complaints or inquiries concerning a problem from caller, forwarding information to proper person for solution or refers caller to proper agency or authority; follows up on call to ensure caller was assisted; receives and transmits messages; maintains a service request/resolution list. Answers questions regarding Excavation, Stormwater, Grading, and Driveway Permit Questions.

Maintains Records: files correspondence, blueprint plans, specifications, and other engineering documents; enters technical requirements of contract specifications into computer; enters financial data from each project; maintains computer listing of completed, current, and proposed engineering projects; uses spreadsheet and word processing programs. Maintains permitting records. Assists with Stormwater Inspection documentation for the MS4 Report.

Administrative Duties: schedules meetings and keeps staff current on schedule; provides information concerning specific projects; uses blue print machine to prepare plans; relays information from public to engineers; proofreads specifications on plans as needed; responds to inquiries from prospective contractors and contractors, providing information on bids and related topics; follows up on reimbursement inquiries for contractors; keeps financial data per project; Receives, sorts, and distributes mail. Assists with Mosquito Control time sheets chemical ordering, and invoicing. Stores and orders all office supplies. Coordinates with service providers for building maintenance.

Prepares Documents: Keeps time and attendance records; prepares payroll and time summary timesheets for payrolls that include Engineering and Community Development Departments. Composes and types letters and memorandums; types letters from rough draft; types technical specifications and legal descriptions for engineers; types and submits leave requests to supervisor for approval. Prepares reports for permitting, any other needed correspondence.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bachelor's degree (BA/BS) from an accredited four-year college or university; and one year experience; or high school diploma or equivalent and five years related experience and/or training as a secretary; or equivalent combination of education and experience.

Application Requirements

The complexity, guidelines, supervisory controls, and supervision responsibilities described below are representative of this position.

SUPERVISORY CONTROLS:
Supervisor: Chief City Engineer. The supervisor makes assignments by defining objectives, priorities, and deadlines; and assists employee with unusual situations that do not have clear precedents. The employee plans and carries out the successive steps and handles problems and deviations in the work assignment in accordance with instructions, policies, previous training, or accepted practices in the occupations. Completed work is usually evaluated for technical soundness, appropriateness, and conformity to policy and requirements. The methods used in arriving at the end results are not usually reviewed in detail.

SUPERVISORY RESPONSIBILITY:
None.

COMPLEXITY:
The work consists of duties that involve related steps, processes, or methods; the decision regarding what needs to be done involves various choices requiring the employee to recognize the existence of and differences among a few easily recognizable situations; actions to be taken or responses to be made differ in such things as the source of information, the kind of transactions or entries, or other differences of a factual nature.

GUIDELINES:
Guidelines are available, but are not completely applicable to the work or have gaps in specificity; the employee uses judgment in interpreting and adapting guidelines; the employee analyzes results and recommends changes. The employee sometimes makes decisions that affect persons or situation beyond the scope of his/her own tasks, such as assisting customers or problem solving for customers.

The benefits below are for authorized full-time, non-uniformed employees. (Uniformed employees are sworn Police and Fire Department personnel.)

Holidays - Twelve (12) paid holidays per year.

Insurance - 100% premium payment for employee health insurance, 75% paid health insurance coverage for dependents; paid life insurance.

Worker's Compensation - Coverage is provided for each employee for medical bills and work time lost due to on-the-job injuries.

Longevity Pay - After completing a full year of employment with the City of North Little Rock, an employee is granted longevity pay at the rate of $5.25 per month times the number of years employed.

Vacation - Accrual begins with date of hire with eligibility to use accrued vacation leave after six months of service. Vacation may be accumulated to a maximum of 30 days. Vacation is calculated:

Years of Service Annual Vacation Days

1-3 10

3-10 15

10-20 18

Over 20 22

Sick Leave - All full-time, regular, non-uniformed employees earn twenty (20) sick leave days annually with unlimited accumulation.

Discretionary Leave - Employees with two or more years of continuous service on January 1 of each year are granted 16-48 hours discretionary leave during that year, depending on length of service.

Retirement Plan - Mandatory and contributory, begins immediately.

01

Do you have a bachelor's degree (BA/BS) from an accredited four-year college or university; and one year experience; or high school diploma or equivalent and five years related experience and/or training as a secretary; or equivalent combination of education and experience?
  • Yes
  • No


Required Question