Administrative Specialist II

University of Arkansas System • Bentonville, AR

5d • Onsite

About The Position

The University of Arkansas System Division of Agriculture is a statewide campus with faculty based on University campuses, at Research and Extension Centers and in every Arkansas county. It consists of the Arkansas Agricultural Experiment Station (AES) and the Arkansas Cooperative Extension Service (CES), and is home to more than 1400 employees. The Division was established in 1959 and is headed by the Vice-President for Agriculture. The Division headquarters is located in Little Rock with the rest of the University of Arkansas System Administration. As an employer, the University of Arkansas System Division of Agriculture offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance.

Requirements

• Formal education equivalent of a high school diploma
• Two years of experience in a specialized or related area applicable to work performed.
• Knowledge of record keeping procedures.
• Knowledge of the principles and practices of mathematics and statistics.
• Knowledge of work-related subject area.
• Knowledge of computers and software applications.
• Ability to conduct research and compile data into report form.
• Ability to establish and maintain filing systems.
• Ability to operate standard office equipment.
• Ability to analyze documents to determine compliance with rules, regulations, and procedures.
• Ability to communicate both orally and in writing.

Responsibilities

• Organizes and prioritizes tasks effectively
• Deals appropriately with interruptions.
• Uses good judgment and decision making skills.
• Possess strong organizational skills with the ability to multi-task.
• Follows attendance and leave policies.
• Practices emotional control.
• Exhibits professional behavior and appearance.
• Ability to handle sensitive information in a confidential manner.
• Ability to work without close supervision.
• Produces high-quality and error free work
• Orders and maintains sufficient stock of office supplies for county staff.
• Processes agricultural samples for mailing.
• Updates calendar with itineraries and scheduled events.
• Submits weekly itineraries to District Office.
• Assists county staff with arrangements for upcoming meetings.
• Receives, sorts and distributes incoming mail.
• Processes outgoing mail.
• Checks and responds to email regularly throughout the day.
• Provides administrative support for all agents.
• Assists agents and program assistants in reporting data in program areas of Agriculture and Natural Resources, Family and Consumer Sciences, 4H, and Community and Economic Development.
• Performs other duties as assigned
• Uses Workday, the U of A Systems cloud based program to track expenditures, county depository documentation, procurement, purchases, requisitions, time, travel and other financial management applications.
• Uses software such as Microsoft word, Excel, PowerPoint, and other programs to support Extension educational programs.
• Maintains equipment.
• Maintains inventory control of computers and equipment.
• Attends training to maintain and upgrade skills.
• Performs support work such as word processing, creating spreadsheets, data entry and retrieval, reviews and proofreads forms, data and other information to ensure accuracy and conformance to established procedures and policies.
• Generates reports and records.
• Communicates respectfully, professionally, and accurately to internal and external clients.
• Receives, greets, and directs visitors to appropriate office/agent.
• Answers telephone promptly using prescribed telephone etiquette and greeting and directs calls to appropriate agent.
• Takes accurate messages for staff.
• Responds to inquiries and requests for information.
• Possess excellent written and verbal communication skills.
• Listens to and respects the ideas of other team members
• Keeps abreast of due dates, clientele requests, and scheduled programs and creates tickler file to remind agents of upcoming deadlines.
• Shares information, expertise, resources and ideas of ways to improve or streamline processes for the benefit of the entire county team/staff.

Benefits

• Vibrant work environment
• Workplace culture that promotes a healthy work-life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED