Administrative Specialist — Office Ops & Communications

Socket.dev; Waldron (AR); On-site; USD 36,000 - 53,000; Full time

Benefits offered by this job

Pension

Maternity leave

Paid state holidays

Job summary

The Department of Human Services in Arkansas is seeking an Administrative Specialist to provide broad administrative support within an agency program, handling communications, scheduling, records, and customer service. This position requires strong Microsoft Office skills, clear enunciation, and excellent verbal and written communication abilities.

The Administrative Specialist will work under general supervision, coordinating meetings, managing calendars, and maintaining documentation and

Qualifications

• 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.

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.

Skills

Professional communication

Verbal and written communication

Data entry

Record keeping

Office software proficiency

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Office Suite

Job description

The Department of Human Services in Arkansas is seeking an Administrative Specialist to provide broad administrative support within an agency program, handling communications, scheduling, records, and customer service. This position requires strong Microsoft Office skills, clear enunciation, and excellent verbal and written communication abilities.

The Administrative Specialist will work under general supervision, coordinating meetings, managing calendars, and maintaining documentation and