Administrative Specialist III

University of Arkansas System•Hope, AR

7d•Onsite

About The Position

The Administrative Specialist III is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by supervisor. This role involves a significant amount of self-management, including organizing and prioritizing tasks, using good judgment, and handling sensitive information confidentially. The position requires producing high-quality, error-free work, managing office supplies, maintaining both hard copy and electronic files, and processing agricultural samples for mailing. Additionally, the role involves updating calendars, assisting with meeting arrangements, maintaining mailing lists, and providing administrative support to all agents, including assistance with data reporting in various program areas. Technical expertise is required in using Workday for financial management and various software applications like Microsoft Office Suite. Financial recordkeeping is a key component, involving tracking revenue and expenses, processing requisitions, and managing invoices. Strong communication and teamwork skills are essential for interacting with internal and external clients, directing visitors, answering telephones, taking messages, and responding to inquiries. The position also requires keeping abreast of due dates and sharing information to improve processes for the entire team.

Requirements

Formal education equivalent of a high school diploma.
One year of specialized training in business management, business education, or a related field.
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.
Proof of legal authority to work in the United States on the first day of employment.

Nice To Haves

Experience using Workday for financial management.
Experience with Microsoft Word, Excel, and PowerPoint.
Experience maintaining equipment and inventory control.

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.
Maintains hard copy and electronic files with ability to efficiently retrieve needed information.
Weeds files based on file retention policies.
Maintains civil rights files and documents including meeting attendance logs, County Extension Council membership lists, and committee minutes.
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.
Maintains accurate mailing lists.
Enters and Submits agent’s monthly travel claim into Workday program.
Completes and submits monthly postage and copier report.
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 system’s 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.
Keeps record of all revenue and expenses from County depository account.
Enters purchase requisitions, expense reports, spend authorizations, and procurement card transactions into Workday.
Retrieves Workday reports and balances for various accounts and funds managed by staff chair and agents.
Accepts invoices and bills for office utilities and prepares affidavits to send to county judge’s office for payment.
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.