Administrative Specialist III

Administrative Specialist IIIThe 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 effectivelyDealing appropriately with interruptionsUsing good judgment and decision-making skillsPossessing strong organizational skills with the ability to multi-taskFollowing attendance and leave policiesPracticing emotional controlExhibiting professional behavior and appearanceAbility to handle sensitive information in a confidential mannerAbility to work without close supervisionProducing high-quality and error free workOrdering and maintaining sufficient stock of office supplies for county staffMaintaining hard copy and electronic files with ability to efficiently retrieve needed informationWeeding files based on file retention policiesMaintaining civil rights files and documents including meeting attendance logs, County Extension Council membership lists, and committee minutesProcessing agricultural samples for mailingUpdating calendar with itineraries and scheduled eventsSubmitting weekly itineraries to District OfficeAssisting county staff with arrangements for upcoming meetingsMaintaining accurate mailing listsEntering and Submitting agent's monthly travel claim into Workday programCompleting and submitting monthly postage and copier reportReceiving, sorting and distributing incoming mailProcessing outgoing mailChecking and responding to email regularly throughout the dayProviding administrative support for all agentsAssisting agents and program assistants in reporting data in program areas of Agriculture and Natural Resources, Family and Consumer Sciences, 4H, and Community and Economic DevelopmentUsing Workday, the U of A Systems cloud based program to track expenditures, county depository documentation, procurement, purchases, requisitions, time, travel and other financial management applicationsUsing software such as Microsoft word, Excel, PowerPoint, and other programs to support Extension educational programsMaintaining equipmentMaintaining inventory control of computers and equipmentAttending training to maintain and upgrade skillsPerforming 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 policiesGenerating reports and recordsKeeping record of all revenue and expenses from County depository accountEntering purchase requisitions, expense reports, spend authorizations, and procurement card transactions into WorkdayRetrieving Workday reports and balances for various accounts and funds managed by staff chair and agentsAccepting invoices and bills for office utilities and preparing affidavits to send to county judge's office for paymentCommunicating respectfully, professionally, and accurately to internal and external clientsReceiving, greeting, and directing visitors to appropriate office/agentAnswering telephone promptly using prescribed telephone etiquette and greeting and directing calls to appropriate agentTaking accurate messages for staffResponding to inquiries and requests for informationPossessing excellent written and verbal communication skillsListening to and respecting the ideas of other team membersKeeping abreast of due dates, clientele requests, and scheduled programs and creating tickler file to remind agents of upcoming deadlinesSharing information, expertise, resources and ideas of ways to improve or streamline processes for the benefit of the entire county team/staffQualifications:Minimum QualificationsThe 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 & AbilitiesKnowledge 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 Information:Commensurate with education and experienceRequired Documents to Apply:Cover Letter/Letter of Application, List of three Professional References (name, email, business title), ResumeOptional Documents:Special Instructions to Applicants:All application materials must be uploaded to the University of Arkansas System Career Site do not send to listed recruitment contact.Pre-employment Screening Requirements:Criminal Background Check, Motor Vehicle Reports CheckThe 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, TalkingFrequent Physical Activity:Feeling, Grasping, Manipulate items with fingers, including keyboarding, Reaching, Repetitive MotionOccasional Physical Activity:Lifting, StandingBenefits Eligible:Yes