Administrative Specialist III

University of Arkansas System • Malvern, AL

8d

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 a supervisor. The position provides administrative support to county agents and program assistants and supports reporting across Agriculture and Natural Resources, Family and Consumer Sciences, 4-H, and Community and Economic Development.

The role maintains office files, supplies, mailing lists, calendars, equipment, and inventory; processes mail and agricultural samples; coordinates meeting arrangements; and completes correspondence, data entry, and reports. It also handles financial and administrative transactions in Workday, including travel claims, requisitions, expense reports, spend authorizations, procurement card transactions, and account reporting. The position maintains county depository revenue and expense records and processes utility invoices for payment.

The Administrative Specialist III communicates with visitors, callers, staff, and other clients; tracks deadlines and requests; and works collaboratively with the county team. The role requires sound judgment, organization, confidentiality, accuracy, and the ability to work without close supervision. Other duties may be assigned.

Requirements

• High school diploma or equivalent and 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, the relevant work-related subject area, and 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, sound judgment, and ability to handle sensitive information confidentially.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate office activities and prepare special reports; develop, revise, and recommend administrative policies and procedures as directed by a supervisor.
• Organize and prioritize tasks, manage interruptions, exercise sound judgment, maintain confidentiality, and work without close supervision.
• Order and maintain office supplies; maintain and retrieve hard-copy and electronic files; weed files according to retention policies; and maintain civil rights files and related documentation.
• Process agricultural samples for mailing; update calendars and itineraries; submit weekly itineraries to the District Office; and assist with meeting arrangements.
• Maintain mailing lists; enter and submit agents’ monthly travel claims in Workday; complete monthly postage and copier reports; and receive, sort, distribute, and process incoming and outgoing mail.
• 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.
• Use Workday to track expenditures, county depository documentation, procurement, purchases, requisitions, time, travel, and other financial management activities.
• Use software such as Microsoft Word, Excel, and PowerPoint to support Extension educational programs; perform word processing, spreadsheet creation, data entry and retrieval, and review and proofread forms and information.
• Maintain equipment and inventory of computers and other equipment; attend training to maintain and upgrade skills; and 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 in Workday; and retrieve reports and balance accounts and funds.
• Accept 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; greet and direct visitors; answer and direct telephone calls; take messages; and respond to inquiries.
• Track due dates, client requests, and scheduled programs, and maintain reminder files for agents’ upcoming deadlines.
• Share information, expertise, resources, and process-improvement ideas with the county team.
• Perform other duties as assigned.

What This Job Offers

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