LOCAL OFFICE ADMINISTRATIVE ASSISTANT

$32,405 - $51,686/Yr

State of Arkansas - West Memphis, AR

Full-time - Entry Level

West Memphis, AR

Executive, Legislative, and Other General Government Support

About the position

The Local Office Administrative Assistant position at the Arkansas Department of Human Services (DHS) is a vital role that supports the agency's mission of serving the community and ensuring the safety and well-being of Arkansans. This position operates under general supervision and is responsible for a variety of standard support duties within the assigned department or program. The role is governed by state and federal laws, as well as agency policies, ensuring compliance and adherence to established guidelines. The Local Office Administrative Assistant will engage in tasks that require strong computer skills, effective communication abilities, and a commitment to providing excellent customer service. In this role, the assistant will be responsible for screening incoming calls, directing them appropriately, and taking messages as needed. They will greet visitors, assist them with inquiries, and manage the flow of correspondence by receiving, sorting, and distributing mail. The position also involves preparing outgoing mail, photocopying documents, and ensuring the confidentiality of sensitive information. The assistant will perform routine data entry tasks, maintain filing systems, and assist in scheduling appointments and managing conference room bookings. The Local Office Administrative Assistant must possess the ability to multi-task, prioritize responsibilities, and problem-solve effectively. They will be required to escort clients to and from the lobby, which necessitates physical mobility and the ability to sit, type, and communicate for extended periods. The role may also involve in-state travel for training purposes, which could include overnight stays. Overall, this position is essential for maintaining the operational efficiency of the department and ensuring that clients receive the support they need.

Responsibilities

• Screen incoming calls, direct calls, and take and transmit messages.
• Greet visitors and provide assistance as needed.
• Receive, sort, and distribute various mail and correspondence to appropriate personnel.
• Prepare external and internal outgoing mail and follow established procedures and postal requirements.
• Photocopy various documents while ensuring confidentiality is maintained.
• Perform tasks using standard operating equipment and computer programs to prepare and format forms, correspondence, reports, and other documents.
• Provide routine data entry, keying in information into designated fields using various databases.
• Assist in ensuring the proper flow of paperwork exists within the assigned department.
• Answer written or oral inquiries of a routine nature.
• Schedule appointments and conference rooms, verify data, and communicate appointment schedules to appropriate parties.
• Perform other duties as assigned.

Requirements

• Formal education equivalent of a high school diploma.
• Ability to perform data entry, typing, and word processing.
• Knowledge of computers and software applications.
• Knowledge of filing and recordkeeping procedures and statistics.
• Knowledge of customer service principles.
• Ability to comprehend and assimilate technical and business-related documents.
• Ability to follow policies and procedures and other applicable regulations.

Benefits

• Pension plan
• Maternity leave
• Paid state holidays
• Training opportunities