Administrative Specialist III

University of Arkansas System•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 a supervisor. The role provides administrative support to county staff and agents, maintains office records and equipment, processes correspondence and financial transactions, supports Extension educational programs, and communicates with internal and external clients. The position is with the University of Arkansas System Division of Agriculture, Department of CEA Staff Chair Ouachita County.

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 required experience.
Knowledge of mathematics and statistics, research and analysis techniques, the relevant work subject area, computers, and software applications.
Ability to prepare, present, and review oral and written information and reports; research and analyze program information; develop, recommend, interpret, and apply policies and procedures; analyze financial records and prepare reports; and plan, organize, and direct the work of others.
Strong organizational, multitasking, judgment, decision-making, written communication, and verbal communication skills.
Ability to maintain confidentiality, work without close supervision, and communicate respectfully and professionally.

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 judgment, maintain professional conduct, handle confidential information, 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 records and documents.
Process agricultural samples for mailing; update calendars with itineraries and scheduled events; submit weekly itineraries; and help arrange meetings.
Maintain accurate mailing lists; enter and submit agents’ monthly travel claims in Workday; complete monthly postage and copier reports; receive, sort, distribute, and process incoming and outgoing mail; and monitor and respond to email.
Provide administrative support for agents and assist agents and program assistants with reporting data for Agriculture and Natural Resources, Family and Consumer Sciences, 4-H, and Community and Economic Development.
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 of computers and equipment; attend training; and perform word processing, spreadsheet creation, data entry and retrieval, proofreading, and report generation.
Maintain records of county depository account revenue and expenses; enter purchase requisitions, expense reports, spend authorizations, and procurement card transactions in Workday; retrieve reports and balance accounts; and process utility invoices and affidavits for county payment.
Communicate professionally and accurately with clients; greet and direct visitors; answer and direct telephone calls; take messages; and respond to inquiries and requests for information.
Track due dates, client requests, and scheduled programs; create reminders for agents; and share information and ideas to improve team processes.
Perform other duties as assigned.