Executive Secretary

City Of North Little Rock - North Little Rock, AR

Full-time

North Little Rock, AR

Utilities

About the position

The Executive Secretary provides essential administrative and secretarial support to the Chief Financial Officer (CFO) and other staff members within the Finance Department. This role is critical in ensuring the smooth operation of the department by managing various tasks that require confidentiality, organization, and attention to detail. The Executive Secretary is responsible for handling confidential personnel matters, performing clerical duties, and preparing for meetings. Regular attendance and punctuality are vital, as is the ability to meet short deadlines and work overtime when necessary. In terms of administrative support, the Executive Secretary will assist the CFO in managing a variety of tasks, including maintaining the CFO's calendar, scheduling appointments, and preparing for meetings. This includes screening phone calls, answering inquiries, and ensuring that all clerical work leaving the office is accurate and complete. The role also involves keeping department supervisors informed about personnel policies, insurance, salary, leave time, and other related procedures. The Executive Secretary will serve as a liaison between the CFO and other departments, ensuring effective communication and coordination. Document preparation is another key responsibility, where the Executive Secretary will compile, compose, and type various documents such as reports, letters, memos, and public notices. This includes preparing meeting agendas, taking minutes, and maintaining the department's webpage with relevant information. The Executive Secretary will also be responsible for record-keeping, which includes maintaining payroll and attendance records, processing payroll documents, and monitoring Family and Medical Leave Act (FMLA) requests. Additionally, the role involves sorting and distributing office mail, ensuring that all correspondence is handled efficiently and effectively.

Responsibilities

• Provide administrative and secretarial support to the CFO and other staff.
• Handle confidential personnel or departmental matters.
• Prepare and set up for staff and other meetings.
• Answer inquiries via email, phone, or in person.
• Maintain the CFO's calendar and schedule appointments.
• Screen telephone calls for the CFO.
• Check clerical work for accuracy and completeness before it leaves the office.
• Keep employees and supervisors informed about department-related policies and changes.
• Compile, compose, and type reports, letters, and other documents.
• Prepare meeting agendas and take minutes during meetings.
• Maintain payroll, attendance, and other records for the department.
• Process office mail by reading, sorting, and distributing it.

Requirements

• Bachelor's degree (BA/BS) from an accredited four-year college or university and one year of experience; or a high school diploma or equivalent with five years of related experience; or an equivalent combination of education and experience.
• Ability to perform essential duties satisfactorily and professionally.
• Strong organizational skills to meet short deadlines and manage multiple tasks.