Administrative Specialist III

University of Arkansas•Camden, NJ

About The Position

The Administrative Specialist III coordinates office activities, researches and prepares special reports, and develops, revises, and recommends administrative policies and procedures as directed by the supervisor. The position provides administrative support to county agents and program assistants, maintains office files and equipment, processes mail and agricultural samples, manages calendars and itineraries, and assists with meeting arrangements and reporting across Agriculture and Natural Resources, Family and Consumer Sciences, 4-H, and Community and Economic Development programs. The role also maintains financial and county depository records, enters and retrieves transactions and reports in Workday, processes invoices and monthly claims, and supports purchasing and procurement. The position communicates with visitors, callers, clients, and colleagues, helps track deadlines and clientele requests, and contributes to effective county team operations. The employee is expected to work independently, exercise sound judgment, handle sensitive information confidentially, and perform other duties as assigned.

Requirements

Formal education equivalent to a high school diploma.
Three years of experience in a related field applicable to the work performed; an associate degree may substitute for two years of the required experience.
Knowledge of principles and practices of mathematics and statistics.
Knowledge of research and analysis techniques and methods.
Knowledge of the work-related subject area, computers, and software applications.
Ability to prepare, present, and review oral and written information and reports.
Ability to research and analyze related work program information.
Ability to develop, recommend, interpret, and apply policies and procedures.
Ability to analyze financial records and prepare reports.
Ability to plan, organize, and direct the work of others.
Strong organizational and multitasking skills; ability to work without close supervision.
Excellent written and verbal communication skills.
Ability to handle sensitive information confidentially.

Responsibilities

Coordinate office activities and research and prepare special reports.
Develop, revise, and recommend administrative policies and procedures as directed by the supervisor.
Organize and prioritize tasks, manage interruptions, use sound judgment, maintain professional behavior, follow attendance and leave policies, and handle sensitive information confidentially.
Order and maintain sufficient office supply stock for county staff.
Maintain and retrieve hard-copy and electronic files, weed files according to retention policies, and maintain civil rights documents and records.
Process agricultural samples for mailing.
Update calendars with itineraries and scheduled events, submit weekly itineraries to the District Office, and assist with arrangements for meetings.
Maintain accurate mailing lists; receive, sort, and distribute incoming mail; and process outgoing mail.
Enter and submit the agent’s monthly travel claim in Workday and complete monthly postage and copier reports.
Check and respond to email regularly and provide administrative support to agents.
Assist agents and program assistants with reporting data in Agriculture and Natural Resources, Family and Consumer Sciences, 4-H, and Community and Economic Development program areas.
Use Workday for expenditures, county depository documentation, procurement, purchases, requisitions, time, travel, and other financial management applications.
Use Microsoft Word, Excel, PowerPoint, and other software to support Extension educational programs.
Maintain equipment and inventory records for computers and equipment; attend training to maintain and upgrade skills.
Perform word processing, spreadsheet creation, data entry and retrieval, and review and proofread forms and other information for accuracy and conformance with procedures and policies.
Generate reports and records.
Keep records of revenue and expenses from the County depository account.
Enter purchase requisitions, expense reports, spend authorizations, and procurement card transactions into Workday; retrieve Workday reports and balance accounts and funds managed by the staff chair and agents.
Accept office utility invoices and bills and prepare affidavits for submission to the county judge’s office for payment.
Communicate respectfully, professionally, and accurately with internal and external clients.
Receive, greet, and direct visitors; answer and route telephone calls using prescribed etiquette; take accurate messages; and respond to inquiries and requests for information.
Keep abreast of due dates, clientele requests, and scheduled programs, and create a tickler file to remind agents of upcoming deadlines.
Listen to and respect team members’ ideas and share information, expertise, resources, and process-improvement ideas.
Perform other duties as assigned.