ADMINISTRATIVE SPECIALIST

State of Arkansas•Malvern, AR

8d•$35,610 - $52,703

About The Position

The Administrative Specialist works under general supervision and performs a wide variety of standard or regular support duties within an assigned department or program. The position supports efficient office operations and agency staff and programs by handling administrative tasks, coordinating schedules, managing documentation, and assisting with customer service. Assignments are determined by management based on office needs. The position is governed by state and federal laws and agency or institutional policies. The role requires computer keyboarding skills, use of a phone system, clear enunciation, and strong verbal and written communication skills. It also involves extensive computer work, including use of Microsoft Office Suite. The position is governed by the FLSA; approved overtime is compensated. The Department of Human Services serves Arkansans and supports the safety and well-being of vulnerable people. The posting notes state employment perks including a pension, maternity leave, and paid state holidays.

Requirements

High school diploma or equivalent.
Computer keyboarding skills and extensive computer work, including Microsoft Office Suite.
Ability to use a current phone system and communicate with clear enunciation.
Excellent verbal and written communication skills.
Ability to draft clear, concise, professional correspondence.
Ability to interact professionally and approachably with the public, staff, and leadership.
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 comply with state and federal privacy laws.
Knowledge of office software applications such as Microsoft Word, Excel, and PowerPoint.
Familiarity with office equipment such as copiers, fax machines, and phone systems.
Ability to lift up to 20 pounds, stoop and bend frequently, and sit for extended periods.
Other job-related education or experience may substitute for all or part of basic requirements, subject to approval by the Qualifications Review Committee.

Nice To Haves

No separate preferred qualifications are specified; the posting describes the listed physical abilities, computer and phone skills, and communication skills as special requirements.

Responsibilities

Perform administrative functions, including answering phones, responding to emails, managing office supplies, and maintaining office equipment.
Maintain and update physical and electronic filing systems so documents are organized and 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 and schedule appointments, deadlines, and meetings with attention to priorities.
Prepare and distribute meeting agendas, take minutes, and track follow-up actions.
Create, maintain, and update records, files, and databases, ensuring accuracy and compliance with agency and state policies.
Respond helpfully, professionally, and promptly to inquiries, referring questions to appropriate staff when necessary.
Input and maintain data in electronic systems, databases, and spreadsheets.
Monitor and update records or databases to keep information current and accurate.
Ensure supplies and materials are ordered and available for operational needs.
Assess situations, troubleshoot problems, and implement timely solutions.
Handle sensitive and confidential information discreetly and in compliance with state and federal privacy laws.
Identify opportunities to improve processes and streamline office operations.