Administrative Specialist III

Closing Date:

ClericalNoRegularNoDivision 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 Divisions Office of Program & Employment Compliance at .

For general application assistance or if you have questions about a job posting please contact Human Resources at or .

CEA * Staff Chair * Franklin County of Job Duties:The Administrative Specialist III is responsible for coordinating office activities researching and preparing special reports and developing revising and recommending administrative policies and procedures as directed by supervisor.

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 agents 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 judges 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.

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

Additional Information:

Commensurate with education and experienceCover Letter/Letter of Application List of three Professional References (name email business title) ResumeCasey Ford County Extension Agent - Staff Chair

All application materials must be uploaded to the University of Arkansas System Career Site

Please do not send to listed recruitment contact.

Criminal Background Check

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. Questions or concerns about the application of Title IX which prohibits discrimination on the basis of sex may be sent to the Universitys 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.

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