Administrative Specialist III

University of Arkansas System•Little Rock, AR

About The Position

The University of Arkansas System Division of Agriculture is a state wide 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. Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact the Division's Office of Program & Employment Compliance at [email protected]. For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-671-2219 or 479-502-9820.

Requirements

The formal education equivalent of a high school diploma; plus one year of specialized training in business management, business education, or a related field; plus three years of experience in specialized or a related field applicable to work performed.
Knowledge of the principles and practices of mathematics and statistics.
Knowledge of research and analysis techniques and methods.
Knowledge of work-related subject area.
Knowledge of 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.

Responsibilities

Self Management: Uses time and resources constructively in the completion of assignments and/or tasks. To be monitored by intermittent review of work -Organize and prioritize tasks effectively to meet outlined deadlines with the expected time frame with minimal delays, as observed by supervisor -Follow attendance and leave policies by reporting to work on time on a daily basis and scheduling leave so that it does not interrupt or interfere with completion of job assignments and/or job duties. Monitored by supervisor observation and leave records -Exhibits professionalism in behavior and personal presentation with no documented complaints and monitored by supervisors observations. -Ensures the security of confidential information without any documented infractions as monitored by supervisor -Builds trust and credibility by demonstrating reliability and consistency with work performance as directly observed by supervisor -Demonstrates the flexibility and adaptability to understand and adopt necessary changes to established practices. Monitored randomly by supervisor -Recognizes and respects the differences in people with no documented complaints. -Supports the Division’s non-discrimination objectives as observed by supervisor.
Communication: -Answers telephone in a professional, courteous manner utilizing the correct institutional greetings as randomly observed by direct supervisor. Protects the privacy of assigned professionals when taking messages. -Sends out emails, correspondence, letters, and other official documents using correct spelling, grammar, and punctuations, as observed by the supervisor. -Listens to feedback and makes the needed corrective actions without documented complaints, as observed by the supervisor. -Maintains confidentiality and shares ideas and information appropriately as documented by supervisor. -Relays messages in a timely and efficient manner without delay as instructed by professionals, as observed by supervisor and/or Extension staff.
Quality & Quantity of Work: -Produces high-quality work without documented complaints by supervisor -Properly maintains records and equipment without complaints by supervisor -Takes action to develop or acquire skills that enhance job effectiveness. Monitored randomly by supervisor -Verifies information for clarity and seeks feedback as observed by the supervisor -Clarifies expectation with specialist about what needs to be done and how to do it without observed infractions. -No documented complaints about failure to perform task due to non-job-related activities -Works for temporary assigned specialist in a conscientious manner and incorporates duties into existing workload with due consideration given priorities. Monitored by supervisor. Ensures monthly postage and copier reports are submitted on time and without error. Assist staff with arrangements for meetings and trainings.
Document and File Preparation (technical expertise): Drafts correspondence according to supervisor’s and staff instructions or standard format with few grammatical errors. -Composes, compiles, edits, prints and enters data for various reports, narratives, newsletters, and training materials from rough draft with few errors. -Use technology effectively to complete reports, handouts, budgets, and data entry, (including Workday, Excel, Word, PowerPoint, etc.) as observed by Extension staff and/or supervisor. -Files all paperwork properly and in a timely manner, as observed by supervisor. -Completes travel, leave request, requisitions, and publication orders promptly, as observed by supervisor. -Maintains files and routinely consolidate and/or destroy inactive files according to the established Extension policies within the appropriate time frame.
Team Work: -Listens to and respects the ideas of other team members -Positively impacts team by establishing rapport and credibility -Is willing to put in time and effort to get the job done -Volunteers to help co-workers -Shares information, expertise, and resources with others
Financial Record Keeping: Manages Receives and processes registration, payments, and donations for various activities. Maintains expenditure records and account balances of departmental budgets, grants, ADC and 4-H Foundation funds for specialists. Provides regular reports

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