ADMINISTRATIVE SPECIALIST

State of Arkansas; Grady (AR); On-site; USD 33,000 - 53,000; Full time

Job summary

State of Arkansas at Varner Unit in Grady is seeking an Administrative Specialist to provide essential office support, coordinate schedules, manage documentation, and assist with customer service for agency staff and the public. The role ensures smooth operations and reliable data handling in a safety-sensitive environment.

The position requires drafting clear communications, maintaining organized records, and using Word, Excel, and PowerPoint.

Qualifications

• High school diploma or equivalent required.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with common office software (Word, Excel, PowerPoint).

Responsibilities

• Answer phones and respond to emails; manage office communications.
• Maintain filing systems, physical and electronic.
• Draft and proofread internal and external communications.
• Coordinate meetings and manage calendars.
• Input data and maintain records in databases.
• Order supplies and ensure operational readiness.

Skills

Draft professional correspondence

Interact with public/staff/leadership

Maintain organized records

Troubleshoot problems and implement

Handle confidential information

Office software: Word Excel PowerPoint

Process improvement

Education

High school diploma or equivalent

Tools

Office equipment (copiers, fax, phones)

Job description

Position Number: 22079284
County: Lincoln
Posting End Date: 9/16/2026
Anticipated Starting Salary: $32,610.02
Location: Varner Unit - Grady

The mission of the Department of Corrections is to be a public safety resource for Arkansas families by providing professional management solutions and evidence-based rehabilitative initiatives for offenders.

All DOC positions are designated as Safety Sensitive Positions and are subject to random drug testing pursuant to the Secretarial Directive governing Personnel Drug Testing. Medical marijuana usage, as defined in Amendment 93 of the Arkansas Constitution, prohibits Personnel in a Safety-Sensitive Position from the use of medical marijuana even if they are qualifying patient under the amendment and/or hold a registry identification card. Department Personnel are prohibited from the use or possession of a medicinal marijuana card pursuant to this policy and state law.

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.