Administrative Specialist III

University of Arkansas System•El Dorado, AR

13d

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, supports Extension educational programs, and assists with financial recordkeeping and reporting. The position serves the University of Arkansas System Division of Agriculture, which includes the Arkansas Agricultural Experiment Station and the Arkansas Cooperative Extension Service. It is based in the CEA Staff Chair office in Union County. The Division describes its workplace culture as promoting a healthy work-life balance.

Requirements

High school diploma or equivalent formal education, plus 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, research and analysis techniques, the work-related subject area, and computers and software applications.
Ability to prepare, present, and review oral and written information and reports; research and analyze work-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 handle sensitive information confidentially, work without close supervision, and communicate respectfully and professionally.
Required documents: cover letter or letter of application, resume, and a list of three professional references with name, email, and business title.

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, exercise judgment, handle interruptions appropriately, maintain confidentiality, and work without close supervision.
Order and maintain office supplies; maintain hard-copy and electronic files, apply file-retention policies, and maintain civil-rights records and documents.
Process agricultural samples for mailing; update calendars and itineraries; submit weekly itineraries to the District Office; assist with meeting arrangements; and maintain mailing lists.
Enter and submit agents’ monthly travel claims in Workday and complete monthly postage and copier reports.
Receive, sort, distribute, and process incoming and outgoing mail; check and respond to email; provide administrative support to agents; and assist with reporting program data across Agriculture and Natural Resources, Family and Consumer Sciences, 4-H, and Community and Economic Development.
Use Workday for expenditure tracking, 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; and attend training to maintain and upgrade skills.
Perform word processing, spreadsheet creation, data entry and retrieval, proofreading and review of forms and information, and generation of reports and records.
Maintain 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 balances; and process utility invoices and payment affidavits for the county judge’s office.
Communicate professionally with internal and external 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 or streamline team processes.
Perform other duties as assigned.