ADMINISTRATIVE COORDINATOR

State of Arkansas; Northern (KY); Hybrid; USD 43,000 - 64,000; Full time

Job summary

The Arkansas Department of Parks, Heritage and Tourism is seeking an Administrative Coordinator to join the administrative team. This role provides higher-level coordination of office functions, supports leadership, and ensures efficient daily operations within a state government department.

The position requires a proactive approach to problem-solving, project management, and cross-department collaboration to enhance communication and operational efficiency.

Qualifications

• High school diploma or equivalent; 1 year admin experience.
• Strong organizational and communication skills.
• Proficiency with Word, Excel, PowerPoint, and Outlook.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Oversee the daily operations of the office, ensuring efficient management.
• Monitor office supplies and inventory.
• Ensure office equipment functions; arrange repairs as needed.
• Coordinate scheduling for senior staff, meetings, and travel.
• Prioritize appointments and inform participants of details.
• Maintain records for physical and digital files with proper compliance.
• Organize filing systems for confidential information per state laws.
• Assist in evaluating administrative processes and propose improvements.
• Collaborate with leadership to design and implement changes to enhance performance.
• Manage internal communications and distribute memos and notices efficiently.

Skills

Communication

Time management

Multitasking

Problem-solving

Team collaboration

Education

High School Diploma or Equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

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This position is also audits invoices, posts, and reconciles daily cash receipts, prepares cash reports and bank deposits and compiles information for various reports.

Other job duties include assisting in budget preparation, purchasing, monitoring expenses, employee timekeeping and various payroll support duties.

The Arkansas Department of Parks, Heritage and Tourism has three major divisions: Arkansas State Parks, Arkansas Heritage and Arkansas Tourism. Arkansas State Parks manages 52 state parks and promotes Arkansas as a tourist destination for people around the country. Arkansas Heritage preserves and promotes Arkansas’s natural and cultural history and heritage through four historic museums and four cultural preservation agencies. Arkansas Tourism improves the state’s economy by generating travel and enhancing the image of the state.

Position Information

Job Series: Administrative Support

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.

The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.