ADMINISTRATIVE SPECIALIST

State of Arkansas; Little Rock (AR); On-site; USD 36,000 - 53,000; Full time

Job summary

The Administrative Specialist is a key administrative support role within the Department of Public Safety, providing office operations support to agency staff and customers in Pulaski County.

This position handles scheduling, documentation, communications, data entry, and records management; it requires a high school diploma and offers a structured career path with competitive state pay.

Qualifications

• High school diploma or equivalent required.
• Promotion to next level is discretionary based on skills, performance, and organizational needs.

Responsibilities

• Answer phones, respond to emails, manage office supplies, and maintain office equipment.
• Maintain physical and electronic filing systems, ensuring documents are organized and accessible.
• Draft and proofread internal and external communications.
• Coordinate meetings, appointments, and conferences for agency staff and leadership.
• Manage calendars with priority-based scheduling, deadlines, and meetings.
• Prepare and distribute meeting agendas, take minutes, and track follow-ups.
• Create, maintain, and update records, files, and databases for accuracy and compliance.
• Provide timely, professional responses to inquiries and route questions when needed.
• Accurately input and maintain data in electronic systems and spreadsheets.
• Monitor and update records to keep information current.
• Ensure supplies are ordered and available to meet operational needs.

Skills

Office administration

Customer service

Documentation management

Data entry

Privacy/compliance

Education

High school diploma or equivalent

Tools

Word

Excel

PowerPoint

Job description

[[section]] The Department of Public Safety’s mission is to enhance the safety and security of all Arkansans through ethical, character-driven behavior that promotes professionalism, clear communication, and accountability while serving as the state’s premier public safety agency.

Position Information

Position Number: 22090813

County: Pulaski

Posting End Date: [[postingEndDate]]

Anticipated Starting Salary: 35610

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

Job Series

Administrative Support

Classification

Administrative Specialist - Career Path

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/A OTHER 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.