Administrative Assistant II

Security Status: Security Sensitive

SUMMARY Provides professional administrative and operational support to department managers, supervisors, and staff. Responsibilities may include purchasing and financial administration, records management, scheduling and meeting coordination, document preparation, customer service, data management, and support of departmental programs and operations. The position requires strong organizational skills, attention to detail, sound judgment, proficiency with office and department-specific technology, and the ability to manage multiple priorities in a fast-paced public service environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Reporting relationships, work assignments, and schedules may change based on City needs and operational requirements. Regular and reliable attendance and the ability to work effectively with the public, supervisors, coworkers, vendors, and other City employees are essential functions of this position. Other duties may be assigned.

General Duties

Provides administrative support to department managers, supervisors, and staff.

Prepares, edits, formats, and distributes correspondence, reports, spreadsheets, presentations, forms, and other documents.

Maintains organized electronic and physical records in accordance with City and departmental procedures.

Coordinates calendars, appointments, meetings, conference calls, and other scheduled activities.

Assists with meeting preparation, including agendas, materials, room arrangements, meeting technology, minutes, and follow-up documentation.

Monitors and responds to telephone calls, email, correspondence, and general inquiries; routes requests to the appropriate staff member when necessary.

Provides professional customer service to residents, visitors, vendors, contractors, and other City departments.

Conducts research, gathers information, maintains data, and assists with the preparation of reports and summaries.

Uses financial, purchasing, payroll, personnel, maintenance management, records management, and other department-specific software systems as required.

Coordinates office supplies, equipment, service requests, and other administrative needs.

Assists with departmental projects, programs, special events, facility operations, and other activities as assigned.

Handles confidential financial, personnel, customer, and departmental information appropriately.

Assists with opening, closing, or facility administrative responsibilities when required by the assigned department.

Coordinates routine facility, technology, equipment, or maintenance needs with the appropriate staff or department.

Supports the mission, values, policies, and professional standards of the City of Bentonville and assigned department.

Performs other duties consistent with the responsibilities and classification of the position.

When Assigned Duties in Park and Recreation Operations

Provides administrative and clerical support for Park and Recreation Operations staff, supervisors, and managers.

Processes purchase requisitions, purchase orders, invoices, receipts, and other purchasing documentation in accordance with City policies and departmental procedures.

Assists with accounts payable activities, including reviewing invoices for accuracy, obtaining appropriate approvals, coding expenditures, and ensuring required documentation is complete and submitted in a timely manner.

Tracks departmental expenditures, purchase orders, budgets, and other financial information. Assists with budget preparation, monitoring, reconciliation, and financial reporting.

Processes and maintains records related to purchasing cards, procurement transactions, vendor accounts, contracts, and other departmental financial activities.

Communicates with vendors regarding purchase orders, invoices, deliveries, account information, quotes, and other purchasing matters. Assists staff with establishing vendors and completing routine procurement processes.

Assists with inventory and asset administration, including ordering supplies, tracking purchases, maintaining inventory and equipment records, and monitoring inventory levels.

Coordinates with City departments, vendors, and contractors to resolve routine purchasing, financial, payroll, inventory, and operational administrative issues.

Provides administrative support for Parks and Recreation operational projects and activities as assigned by the Park and Recreation Operations Manager, supervisor, or designee.

 SUPERVISORY RESPONSIBILITIES None.

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, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE High school diploma or General Education Degree (GED) and one (1) year related experience and/or training; or equivalent combination of education and experience. Extensive experience with Microsoft 365, including Excel, Word, and PowerPoint.

LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

REASONING ABILITY Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS  None.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description but which are commensurate with similar levels of responsibility.

The City of Bentonville is committed to providing equal opportunity without regard to race, color, religion, sex, age, national origin, marital status, veteran status, political status, disability status, or genetic information, as required by all federal and state laws.  The City’s commitment extends to all employment related decisions, terms and conditions of employment (including job opportunities), promotions, pay and benefits.