Administrative Specialist III

University of Arkansas•El Dorado, AR

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 the supervisor. The role provides administrative support to county staff and agents, maintains files and records, supports Extension programs, and performs financial and operational recordkeeping. The position requires effective self-management, sound judgment, organization, confidentiality, and the ability to work without close supervision. The specialist communicates with staff, visitors, and external clients; manages correspondence, calendars, mail, and meeting arrangements; and helps staff track requests, due dates, and scheduled programs. The position also uses Workday and Microsoft Office applications to support procurement, travel, expenditures, reporting, and other administrative work.

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 mathematics and statistics principles and practices.
Knowledge of research and analysis techniques and methods, the 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 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.
Excellent written and verbal communication skills.

Responsibilities

Coordinate office activities and prepare special reports; develop, revise, and recommend administrative policies and procedures as directed.
Organize and prioritize tasks, manage interruptions, exercise good judgment, maintain professional conduct, follow attendance and leave policies, and handle sensitive information confidentially.
Order and maintain office supplies and maintain hard-copy and electronic files, including weeding files according to retention policies.
Maintain civil rights files and documents, including meeting attendance logs, County Extension Council membership lists, and committee minutes.
Process agricultural samples for mailing; maintain calendars and itineraries; submit weekly itineraries to the District Office; and help arrange meetings.
Maintain mailing lists; enter and submit the agent’s monthly travel claim in Workday; complete monthly postage and copier reports; and receive, sort, distribute, and send 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 for expenditures, county depository documentation, procurement, purchases, requisitions, time, travel, and other financial management tasks.
Use Microsoft Word, Excel, PowerPoint, and other software to support Extension educational programs; perform word processing, spreadsheet creation, data entry and retrieval, and proofreading.
Maintain equipment and inventory records for computers and other equipment, and attend training to maintain and upgrade skills.
Generate reports and records; keep records of county depository revenue and expenses; enter purchase requisitions, expense reports, spend authorizations, and procurement card transactions in Workday.
Retrieve Workday reports and balances for accounts and funds managed by the staff chair and agents.
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.
Keep track of due dates, clientele requests, and scheduled programs, and create reminder files for agents.
Share information, expertise, resources, and ideas to improve or streamline county team processes.
Perform other duties as assigned.