Administrative Specialist III

Administrative Specialist III

The Administrative Specialist III is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by supervisor.

The University of Arkansas System Division of Agriculture is a state wide campus, with faculty based on University campuses, at Research and Extension Centers and in every Arkansas county. It consists of the Arkansas Agricultural Experiment Station (AES) and the Arkansas Cooperative Extension Service (CES), and is home to more than 1400 employees. The Division was established in 1959 and is headed by the Vice-President for Agriculture. The Division headquarters is located in Little Rock with the rest of the University of Arkansas System Administration. As an employer, the University of Arkansas System Division of Agriculture offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance.

The Administrative Specialist III is responsible for:

• Organizing and prioritizing tasks effectively
• Dealing appropriately with interruptions
• Using good judgment and decision-making skills
• Possessing strong organizational skills with the ability to multi-task
• Following attendance and leave policies
• Practicing emotional control
• Exhibiting professional behavior and appearance
• Ability to handle sensitive information in a confidential manner
• Ability to work without close supervision
• Producing high-quality and error free work
• Ordering and maintaining sufficient stock of office supplies for county staff
• Maintaining hard copy and electronic files with ability to efficiently retrieve needed information
• Weeding files based on file retention policies
• Maintaining civil rights files and documents including meeting attendance logs, County Extension Council membership lists, and committee minutes
• Processing agricultural samples for mailing
• Updating calendar with itineraries and scheduled events
• Submitting weekly itineraries to District Office
• Assisting county staff with arrangements for upcoming meetings
• Maintaining accurate mailing lists
• Entering and Submitting agent's monthly travel claim into Workday program
• Completing and submitting monthly postage and copier report
• Receiving, sorting and distributing incoming mail
• Processing outgoing mail
• Checking and responding to email regularly throughout the day
• Providing administrative support for all agents
• Assisting agents and program assistants in reporting data in program areas of Agriculture and Natural Resources, Family and Consumer Sciences, 4H, and Community and Economic Development
• Using Workday, the U of A Systems cloud based program to track expenditures, county depository documentation, procurement, purchases, requisitions, time, travel and other financial management applications
• Using software such as Microsoft word, Excel, PowerPoint, and other programs to support Extension educational programs
• Maintaining equipment
• Maintaining inventory control of computers and equipment
• Attending training to maintain and upgrade skills
• Performing support work such as word processing, creating spreadsheets, data entry and retrieval, reviews and proofreads forms, data and other information to ensure accuracy and conformance to established procedures and policies
• Generating reports and records
• Keeping record of all revenue and expenses from County depository account
• Entering purchase requisitions, expense reports, spend authorizations, and procurement card transactions into Workday
• Retrieving Workday reports and balances for various accounts and funds managed by staff chair and agents
• Accepting invoices and bills for office utilities and preparing affidavits to send to county judge's office for payment
• Communicating respectfully, professionally, and accurately to internal and external clients
• Receiving, greeting, and directing visitors to appropriate office/agent
• Answering telephone promptly using prescribed telephone etiquette and greeting and directing calls to appropriate agent
• Taking accurate messages for staff
• Responding to inquiries and requests for information
• Possessing excellent written and verbal communication skills
• Listening to and respecting the ideas of other team members
• Keeping abreast of due dates, clientele requests, and scheduled programs and creating tickler file to remind agents of upcoming deadlines
• Sharing information, expertise, resources and ideas of ways to improve or streamline processes for the benefit of the entire county team/staff

Qualifications:

Minimum Qualifications
The formal education equivalent of a high school diploma, plus three years of experience in a related field applicable to the work performed, is required. Completion of an associate degree may substitute for two years of the required experience.

Knowledge, Skills & Abilities
Knowledge of the principles & practices of mathematics & statistics. Knowledge of research & analysis techniques & methods. Knowledge of work-related subject area. Knowledge of computers & software applications. Ability to prepare, present, & review oral & written information & reports. Ability to research & analyze related work program information. Ability to develop, recommend, interpret, & apply policies & procedures. Ability to analyze financial records & prepare reports. Ability to plan, organize, & direct the work of others.

Additional Information:

Applicants for this position are required to upload a Resume, Cover letter, and a list of three (3) references including name, phone number and email address (if available) prior to submitting the application. Once an application is submitted, the applicant will not be able to edit the application or upload additional documents.

If you have technical issues uploading a document or if you have a need to provide additional documentation after submitting your application, email View email address on click.appcast.io

Salary Information:

Commensurate with education and experience

Required Documents to Apply:

Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume

Optional Documents:

Special Instructions to Applicants:

All application materials must be uploaded to the University of Arkansas System Career Site

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

Criminal Background Check, Motor Vehicle Reports Check

The University of Arkansas System Division of Agriculture may conduct pre-employment background checks on certain positions for applicants being considered for employment. The background checks may include a criminal background check and a sex offender registry check. Required checks are identified in the position listing. A criminal background check or arrest pending adjudication information alone shall not disqualify an applicant in the absences of a relationship to the requirements of the position. Background check information will be used in a consistent, non-discriminatory manner consistent with the state and federal law.

The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual preference, or pregnancy. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.

Constant Physical Activity:

Hearing, Sitting, Talking

Frequent Physical Activity:

Feeling, Grasping, Manipulate items with fingers, including keyboarding, Reaching, Repetitive Motion

Occasional Physical Activity:

Lifting, Standing

Benefits Eligible:

Yes