ADMINISTRATIVE SPECIALIST

State of Arkansas; Fayetteville (AR); Hybrid; USD 36,000 - 53,000; Full time

Benefits offered by this job

Pension

Maternity leave

Paid state holidays

Job summary

State of Arkansas is seeking an Administrative Specialist to provide essential office support within a department, ensuring efficient operations and strong customer service. The role involves handling communications, coordinating schedules, managing documents, and supporting agency staff and the public.

The position requires high school diploma or equivalent, solid Microsoft Office skills, and the ability to handle confidential information with discretion.

Qualifications

• Must have high school diploma or equivalent.
• Strong ability to draft clear, concise, professional correspondence.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Ability to handle sensitive information with discretion and in compliance with privacy laws.

Responsibilities

• Perform a variety of administrative functions, including answering phones, responding to emails, managing office supplies, and maintaining office equipment.
• Maintain and update filing systems, both physical and electronic, ensuring documents are organized and 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 appointments, deadlines, and meetings are scheduled efficiently with priority in mind.
• Prepare and distribute meeting agendas, take minutes, and track follow-up actions.
• Create, maintain, and update records, files, and databases, ensuring accuracy and compliance.
• Provide timely responses to inquiries and refer questions to appropriate staff when needed.
• Input and maintain data in electronic systems, databases, and spreadsheets.
• Monitor and update records or databases to ensure information is current.
• Ensure supplies and materials are ordered and available to meet operational needs.

Skills

Communication

Customer service

Office organization

Problem solving

Data entry

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

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Position Number: 22103511
County: Washington
Posting End Date: September 9, 2026

The Administrative Specialist works under general supervision and is responsible for performing a wide variety of tasks that are standard or regular support duties within an assigned department or program. This position is governed by state and federal laws and agency/institution policy. This position requires computer keyboarding skills, phone system, clear enunciation, and excellent verbal and written communication skills. Position assignments are dependant on the needs of the office and are determined by management staff.

Lifting up to 20 pounds, frequent stooping and bending, ability to sit for extended periods of time, extensive computer work utilizing Microsoft Office Suite, ability to utilize current phone system, clear enunciation, and excellent verbal and written communication skills. This position is governed by FSLA, and approved overtime is compensated.

The Department of Human Services is a place for people passionate about serving others and changing lives for the better. We care for Arkansans of all ages and ensure places like child care centers and nursing homes are safe. We are the safety net for the most vulnerable Arkansans. Whether you answer the phones, take applications, protect children, or help care for residents or patients at one of our facilities, you make a difference by working at DHS.

• Plus, working for the State has great perks, including a pension, maternity leave, paid state holidays, and much more.

At DHS, we take care of our employees so you can help care for others.

Position Information

Job Series: Administrative Support

Class Code: PAS03P

Pay Grade: SGS02

Salary Range: $35,610 - $52,703

Job Summary

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.

Primary 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.

Knowledge and Skills

• 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.

Minimum Qualifications

A high school diploma or equivalent is required.

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.