ADMINISTRATIVE SPECIALIST

State of Arkansas•Little Rock, AR

46d•Onsite

About The Position

The Administrative Specialist will be primarily responsible for processing quarterly tax reports in Tax 21. This position is also responsible for assisting employers/claimants in the Webex phone system and Tax 21 inquires or email. This position is also responsible for all mail processes with Contributions mail daily. This position will require teamwork; meeting assigned deadlines and professionalism when assisting Arkansan employers and/or internal customers. This position is governed by state and federal laws and agency policy. The role requires a high level of accountability in delivering an efficient work product by ensuring compliance with state and federal regulations and agency policies. Success in this position depends on strong communication skills to effectively engage with employers and internal customers and a focus on efficiency in coordinating services and managing workload to support timely reemployment outcomes. This position requires on-site employment with no remote or hybrid options available. The Administrative Specialist is a key administrative support role within a department, responsible for performing a variety of office duties to ensure efficient office operations and support for agency staff and programs. This position involves handling administrative tasks, coordinating schedules, managing documentation, and assisting with customer service. The Administrative Specialist will work closely with team members, supervisors, and the public to maintain smooth and effective office workflows.

Requirements

A high school diploma or equivalent is required.
Ability to draft clear, concise, and professional correspondence.
Ability to interact with the public, staff, and leadership in a professional and approachable manner.
Ability to maintain organized records and files.
Ability to assess situations, troubleshoot problems, and implement effective solutions in a timely manner.
Ability to handle sensitive and confidential information with discretion and in compliance with state and federal privacy laws.
Knowledgeable of office software applications (e.g. Microsoft Word, Excel, PowerPoint) and familiarity with office equipment.
Proactive in identifying opportunities for process improvement and streamlining office operations.

Responsibilities

Key assigned weekly quotas of 209B's into the Tax 21 System by weekly deadline.
Assist with all Tax & BPC mail opening procedures
Assist employers and/or claimants in the Webex phone system for Tax/BPC on scheduled days or as needed provided by management/ supervisory staff
Assist with employer issues in the Tax 21 Inquiry system daily
Routes forms and correspondence to proper area.
Completes and checks system for items scanned to verify clear image.
Indexing images to ensure correct storage of documents.
Organizes and maintains paper files until image is processed.
Attendance is mandatory in the Contributions Unit during all four designated rush periods with any duties needed to meet guidelines set by DOL.
Adhere to all regulatory requirements related to payment processing and data entry.
Work collaboratively to achieve common goals.
Perform additional duties as assigned by supervisory/managerial staff to support the team and organization.
Perform a variety of administrative functions, including answering phones, responding to emails, managing office supplies, and maintaining office equipment.
Maintain and update office filing systems, both physical and electronic, ensuring that documents are properly organized and easily accessible.
Draft and proofread internal and external communications, including memos, reports, and correspondence.
Coordinate meetings, appointments, and conferences for agency staff and leadership.
Manage calendars, ensuring that appointments, deadlines, and meetings are scheduled efficiently and with attention to priority.
Prepare and distribute meeting agendas, take minutes, and track follow-up actions for meetings.
Create, maintain, and update records, files, and databases, ensuring accuracy and compliance with agency and state policies.
Provide helpful, professional, and timely responses to inquiries, referring questions to appropriate staff when necessary.
Accurately input and maintain data in electronic systems, databases, and spreadsheets.
Monitor and update records or databases to ensure that information is current and accurate.
Ensure that supplies and materials are ordered and available to meet operational needs.