Administrative Specialist III

University of Arkansas; Hope, Harrisonburg (AR, VA); On-site; USD 35,000 - 55,000; Full time

Job summary

An established institution seeks an Administrative Specialist III to enhance office operations and support the Division of Agriculture. In this dynamic role, you will coordinate activities, manage records, and assist in policy development. The position offers a vibrant work environment that promotes a healthy work-life balance. Ideal candidates will possess strong organizational and communication skills, with a knack for research and analysis. Join a dedicated team committed to excellence and make a meaningful impact in the community.

Benefits

Health Insurance

Retirement Plan

Paid Time Off

Professional Development Opportunities

Qualifications

• Minimum of one year specialized training in business management or related field.
• Three years of experience in a related field.

Responsibilities

• Coordinate office activities and prepare special reports.
• Maintain accurate records and files for the office.

Skills

Organizational Skills

Communication Skills

Mathematics & Statistics

Research & Analysis

Software Applications

Education

High School Diploma

Specialized Training in Business Management

Tools

Workday

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Current University of Arkansas System employees, including student employees and graduate assistants, need to log in to Workday via MyApps.Microsoft.com, then access Find Jobs from the Workday search bar to view and apply for open positions. Students at University of Arkansas System two-year institutions will also view open positions and apply within Workday by searching for "Find Jobs for Students". All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).If you close the browser or exit your application prior to submitting, the application process will be saved as a draft. You will be able to access and complete the application through "My Draft Applications" located on your Candidate Home page.

Closing Date:

Type of Position:Clerical

Workstudy Position:

NoJob Type:Regular

Work Shift:

Sponsorship Available:

NoInstitution Name: Division of Agriculture of the University of Arkansas

The University of Arkansas System Division of Agriculture is a state wide campus, with faculty based on University campuses, at Research and Extension Centers and in every Arkansas county. It consists of the Arkansas Agricultural Experiment Station (AES) and the Arkansas Cooperative Extension Service (CES), and is home to more than 1400 employees. The Division was established in 1959 and is headed by the Vice-President for Agriculture. The Division headquarters is located in Little Rock with the rest of the University of Arkansas System Administration. As an employer, the University of Arkansas System Division of Agriculture offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance.

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click theApply link/button.

If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact the Division's Office of Inclusion, Access, and Compliance at [e-mail].

For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-671-2219 or 479-502-9820.

Department:CEA * Staff Chair * Hempstead County

Department's Website:

https://uaex.uada.edu/counties/hempstead/Summary of Job Duties:The Administrative SpecialistIIIis responsible for coordinating office activities, researching & preparing special reports, & developing, revising, & recommending administrative policies & procedures as directed by supervisor.Qualifications:

Minimum Qualifications
The formal education equivalent of a high school diploma; plus one year of specialized training in business management, business education, or a related field; plus three years of experience in specialized or a related field applicable to work performed.

Knowledge, Skills & Abilities
Knowledge of the principles & practices of mathematics & statistics. Knowledge of research & analysis techniques & methods. Knowledge of work-related subject area. Knowledge of computers & software applications. Ability to prepare, present, & review oral & written information & reports. Ability to research & analyze related work program information. Ability to develop, recommend, interpret, & apply policies & procedures. Ability to analyze financial records & prepare reports. Ability to plan, organize, & direct the work of others.

Self-Management

• Organizes and prioritizes tasks effectively
• Deals appropriately with interruptions.
• Uses good judgment and decision making skills.
• Possess strong organizational skills with the ability to multi-task.
• Follows attendance and leave policies.
• Practices emotional control.
• Exhibits professional behavior and appearance.
• Ability to handle sensitive information in a confidential manner.
• Ability to work without close supervision.

Quality and Quantity of Work

• Produces high-quality and error free work
• Orders and maintains sufficient stock of office supplies for county staff.
• Maintains hard copy and electronic files with ability to efficiently retrieve needed information.
• Weeds files based on file retention policies.
• Maintains civil rights files and documents including meeting attendance logs, County Extension Council membership lists, and committee minutes.
• Processes agricultural samples for mailing.
• Updates calendar with itineraries and scheduled events.
• Submits weekly itineraries to District Office.
• Assists county staff with arrangements for upcoming meetings.
• Maintains accurate mailing lists.
• Enters and Submits agent's monthly travel claim into Workday program.
• Completes and submits monthly postage and copier report.
• Receives, sorts and distributes incoming mail.
• Processes outgoing mail.
• Checks and responds to email regularly throughout the day.
• Provides administrative support for all agents.
• Assists agents and program assistants in reporting data in program areas of Agriculture and Natural Resources, Family and Consumer Sciences, 4H, and Community and Economic Development.
• Performs other duties as assigned

Technical Expertise

• Uses Workday, the U of A Systems cloud based program to track expenditures, county depository documentation, procurement, purchases, requisitions, time, travel and other financial management applications.
• Uses software such as Microsoft word, Excel, PowerPoint, and other programs to support Extension educational programs.
• Maintains equipment.
• Maintains inventory control of computers and equipment.
• Attends training to maintain and upgrade skills.
• Performs support work such as word processing, creating spreadsheets, data entry and retrieval, reviews and proofreads forms, data and other information to ensure accuracy and conformance to established procedures and policies.
• Generates reports and records.

Financial Recordkeeping

• Keeps record of all revenue and expenses from County depository account.
• Enters purchase requisitions, expense reports, spend authorizations, and procurement card transactions into Workday.
• Retrieves Workday reports and balances for various accounts and funds managed by staff chair and agents.
• Accepts invoices and bills for office utilities and prepares affidavits to send to county judge's office for payment.

Communication

• Communicates respectfully, professionally, and accurately to internal and external clients.
• Receives, greets, and directs visitors to appropriate office/agent.
• Answers telephone promptly using prescribed telephone etiquette and greeting and directs calls to appropriate agent.
• Takes accurate messages for staff.
• Responds to inquiries and requests for information.
• Possess excellent written and verbal communication skills.

Teamwork

• Listens to and respects the ideas of other team members
• Keeps abreast of due dates, clientele requests, and scheduled programs and creates tickler file to remind agents of upcoming deadlines.
• Shares information, expertise, resources and ideas of ways to improve or streamline processes for the benefit of the entire county team/staff.

Additional Information:

Salary Information:

Commensurate with education and experience

Required Documents to Apply:

Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

Terrie James, County Extension Agent - Staff Chair, 870-777-5771, [e-mail]

All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:Criminal Background Check, Sex Offender Registry

The University of Arkansas System Division of Agriculture may conduct pre-employment background checks on certain positions for applicants being considered for employment.The background checks may include a criminal background check and a sex offender registry check.Required checks are identified in the position listing.A criminal background check or arrest pending adjudication information alone shall not disqualify an applicant in the absences of a relationship to the requirements of the position.Background check information will be used in a consistent, non-discriminatory manner consistent with the state and federal law.

The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual preference, or pregnancy. Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.

Constant Physical Activity:Manipulate items with fingers, including keyboardingFrequent Physical Activity:TalkingOccasional Physical Activity:N/ABenefits Eligible:Yes