ADMINISTRATIVE COORDINATOR

State of Arkansas•Little Rock, AR

2d•$43,088 - $63,770•Onsite

About The Position

The Division of Reemployment Services (DRS) Administrative Coordinator will serve primarily as a floater for Tier I in Contributions and oversee tasks related items with the Arkansas New Hire Registry. Tasks include processing payments, and quarterly tax reports in Tax 21 and assisting in our imaging unit as needed. This position will also be responsible for assisting employers/claimants in the Webex phone system and Tax 21 inquires or email daily. This position will work very closely with the supervisory/managerial team in Tier I. This position will require teamwork; meeting assigned deadlines and professionalism when assisting Arkansan employers and/or internal customers. This position is governed by state and federal laws and agency policy. The role requires a high level of accountability in delivering an efficient work product by ensuring compliance with state and federal regulations and agency policies. Success in this position depends on strong communication skills to effectively engage with employers and internal customers and a focus on efficiency in coordinating services and managing workload to support timely reemployment outcom This position requires on-site employment with no remote or hybrid options available. The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

Requirements

A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.
Ability to manage multiple priorities, tasks, and deadlines simultaneously.
High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling.
Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders.
Ability to prepare clear, concise reports and correspondence that convey key information to various audiences.
Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows.
Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.

Nice To Haves

Proficiency in all Microsoft Office products is preferred, especially Microsoft Excel and Word.
Proficiency in basic accounting and adding and subtraction. The candidate must effectively communicate orally and in writing.

Responsibilities

Key assigned weekly quotas of 209B's into the Tax 21 System by weekly deadline.
Assist with all Tax & BPC mail opening procedures
Assist in the imaging unit for both Tax & BPC
Assist employers and/or claimants in the Webex phone system for Tax/BPC on scheduled days or as needed provided by management/ supervisory staff
Assist with processing payments in Tax 21 & Regions deposits.
Handle all tasks/processes related to the Arkansas New Hire Registry
Attendance is mandatory in the Contributions Unit during all four designated rush periods with any duties needed to meet guidelines set by DOL.
Adhere to all regulatory requirements related to payment processing and data entry.
Work collaboratively to achieve common goals and provide backup assistance to other units as needed
Perform additional duties as assigned by supervisory/managerial staff to support the team and organization.
Oversee the daily operations of the office, ensuring that office systems, procedures, and resources are efficiently managed.
Monitor office supply levels, place orders, and manage inventory to ensure all operational needs are met.
Ensure office equipment is functioning properly and arrange for repairs or maintenance as needed.
Coordinate complex scheduling for senior staff, arranging meetings, conferences, and travel plans.
Prioritize appointments and ensure that all participants are informed and prepared for meetings or events.
Maintain accurate and up-to-date records for both physical and digital files, ensuring ease of access and compliance with relevant policies.
Organize and manage filing systems for confidential and non-confidential information, ensuring adherence to state laws and regulations.
Assist in evaluating existing administrative processes and recommend improvements to streamline operations and increase efficiency.
Collaborate with team members and leadership to design and implement changes that enhance organizational performance.
Manage internal communications, ensuring that memos, notices, and announcements are distributed efficiently and accurately.