ADMINISTRATIVE COORDINATOR

State of Arkansas; Little Rock (AR); On-site; USD 43,000 - 64,000; Full time

Job summary

The State of Arkansas Administrative Coordinator role supports a department's leadership, coordinating office functions and ensuring efficient day-to-day operations.

Responsibilities include scheduling, record-keeping, and cross-department collaboration, with emphasis on problem solving and proactive process improvements.

Qualifications

• High school diploma or equivalent required.
• At least one year of administrative experience.
• Proven ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with Word, Excel, PowerPoint, and Outlook.
• Knowledge of budget tracking and filing systems.

Responsibilities

• Oversee daily office operations and ensure efficient procedures.
• Manage office supplies, inventory, and equipment maintenance.
• Coordinate complex scheduling for senior staff and travel.
• Prepare and organize records, reports, and confidential files.
• Support policy implementation and cross-department coordination.
• Handle internal communications and memos accurately.

Skills

Multitasking

Attention to detail

Communication

Reporting

Problem solving

Office software

Education

High School Diploma

1 year administrative experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Project management software

Database systems

Job description

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Class Code: PAS02P

Pay Grade: SGS04

Salary Range: $43,088 - $63,770

Job Summary

The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

Primary Responsibilities

Oversee the daily operations of the office, ensuring that office systems, procedures, and resources are efficiently managed.Monitor office supply levels, place orders, and manage inventory to ensure all operational needs are met.Ensure office equipment is functioning properly and arrange for repairs or maintenance as needed.Coordinate complex scheduling for senior staff, arranging meetings, conferences, and travel plans.Prioritize appointments and ensure that all participants are informed and prepared for meetings or events.Maintain accurate and up-to-date records for both physical and digital files, ensuring ease of access and compliance with relevant policies.Organize and manage filing systems for confidential and non-confidential information, ensuring adherence to state laws and regulations.Assist in evaluating existing administrative processes and recommend improvements to streamline operations and increase efficiency.Collaborate with team members and leadership to design and implement changes that enhance organizational performance.Manage internal communications, ensuring that memos, notices, and announcements are distributed efficiently and accurately.

Knowledge and Skills

Ability to manage multiple priorities, tasks, and deadlines simultaneously.High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling.Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders.Ability to prepare clear, concise reports and correspondence that convey key information to various audiences.Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows.Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.

Minimum Qualifications

A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Licensure/Certifications

N/AOTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.