LOCAL OFFICE ADMINISTRATIVE ASSISTANT

$26,034 - $37,749/Yr

State of Arkansas - Marianna, AR

Full-time - Entry Level

Marianna, AR

Executive, Legislative, and Other General Government Support

About the position

The Local Office Administrative Assistant plays a crucial role in supporting the operations of the Arkansas Department of Human Services (DHS) in Marianna, Arkansas. This position is governed by state and federal laws, as well as agency policies, and requires a high school diploma along with three years of experience in a clerical or administrative field. The assistant will work under general supervision, performing a variety of standard support duties that are essential for the smooth functioning of the department or program they are assigned to. The role demands proficiency in computer keyboarding, effective communication skills, and the ability to manage various administrative tasks efficiently. In this position, the assistant will be responsible for screening incoming calls, directing them appropriately, and taking messages as needed. They will greet visitors, provide assistance, and manage the distribution of mail and correspondence. The role also involves preparing outgoing mail, photocopying documents, and ensuring the confidentiality of sensitive information. The assistant will utilize standard office equipment and software, particularly the Microsoft Office Suite, to prepare and format various documents, including forms, reports, and correspondence. Routine data entry and maintaining the flow of paperwork within the department are also key responsibilities. The Local Office Administrative Assistant must possess excellent verbal and written communication skills, as they will be required to answer inquiries and may also schedule appointments and manage conference room bookings. The position is designed for individuals who are passionate about serving others and making a positive impact in the community, as the DHS is dedicated to ensuring the safety and well-being of Arkansans of all ages. The role offers a chance to contribute to meaningful work while enjoying the benefits of state employment, including a pension, maternity leave, and paid state holidays.

Responsibilities

• Screens incoming calls, directs calls, and takes and transmits messages.
• Greets visitors and provides assistance.
• Receives, sorts, and distributes various mail and correspondence to appropriate personnel.
• Prepares external and internal outgoing mail and follows established procedures and postal requirements.
• Photocopies various documents and ensures appropriate safeguard of such documents related to confidentiality.
• Performs tasks using standard operating equipment and computer programs to prepare and format forms, correspondence, reports, and other documents.
• Provides routine data entry, keying in information into designated fields using various databases.
• Assists in ensuring the proper flow of paperwork exists within an assigned department.
• Answers written or oral inquiries of a routine nature.
• May schedule appointments and conference rooms, verify data, provide follow up, and communicate appointment schedule to appropriate parties.
• Performs other duties as assigned.

Requirements

• The formal education equivalent of a high school diploma.
• Three years of experience in a clerical or administrative field.
• 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.

Nice-to-haves

• Experience with Microsoft Office Suite.
• Clear enunciation and excellent verbal and written communication skills.
• Ability to lift up to 20 pounds.
• Frequent stooping and bending.
• Ability to sit for extended periods of time.

Benefits

• Pension plan
• Maternity leave
• Paid state holidays
• Compensated overtime for approved hours worked beyond regular schedule.