ADMINISTRATIVE SPECIALIST

State of Arkansas•Texarkana, AR

10d•$35,610 - $52,703•Onsite

About The Position

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. Frequent in-state travel required – and this job will require mornings, evenings and weekends because flexibility to meet the needs of the family is a must. This position requires flexibility to meet the needs of children and families, including frequent in-state travel and availability during mornings, evenings, and weekends as needed. Social Services Assistants must be able to lift 50 pounds, safely supervise and transport children of various ages, and support families through positive communication, professionalism, and dependable service delivery.

Requirements

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 (e.g., copiers, fax machines, phone systems).
Proactive in identifying opportunities for process improvement and streamlining office operations.
A high school diploma or equivalent is required.

Nice To Haves

Ability to work with all ages of children and adult clients including but limited to engagement on parenting and basic life skills, time management, strong communication and organization is preferred.
Ability to work independently and collaborate with different community partners, agency staff and the families we serve.

Responsibilities

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.