ADMINISTRATIVE SPECIALIST

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

Job summary

The Administrative Specialist role at the State of Arkansas supports the DCFS team with routine data entry, typing letters, organizing and filing documents, and preparing monthly reports. It includes basic client interaction in the office and maintaining professionalism at all times.

Responsibilities include handling calls, coordinating calendars, drafting communications, and ensuring accurate records. The position emphasizes data accuracy, policy adherence, and teamwork within the department.

Qualifications

• A high school diploma or equivalent is required.
• Ability to draft clear, concise, and professional correspondence.
• Experience with data entry, typing, and word processing is preferred.
• Ability to work independently and with others, following policies and procedures.

Responsibilities

• Answer phones, respond to emails, manage office supplies, and maintain equipment.
• Maintain filing systems, electronic and physical, for easy access.
• Draft and proofread internal and external communications.
• Coordinate meetings and calendars for staff and leadership.
• Input and maintain data in databases and spreadsheets; ensure accuracy.

Skills

Data entry

Typing

Office software

Microsoft Word

Excel

PowerPoint

Organizational skills

Time management

Professional communication

Education

High school diploma

Tools

Microsoft Word

Excel

PowerPoint

Job description

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Position Number: 22176103, County: Miller, Posting End Date: October 22, 2206

Administrative Specialist play a vital role in supporting several employees on the DCFS team. This position provides routine data entry into the computer, typing letters, organizing and filing documents, completing monthly reports, and assisting with routine phone calls. This position also provides basic interaction with clients in the office. Maintains professionalism at all times.

Preferred Qualifications:

Ability to work with various DCFS employees on a daily basis. Effective communication skills in an office setting, time management, and excellent organizational skills is preferred. Computer knowledge such as data entry, typing and word processing is preferred. The Ability to work independently and collaborate with others is a requirement. The ability to follow policies and procedures is required.

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.