Administrative Specialist III

Job Type: time type Full time

Job Number: job requisition id R0088323

Location:

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 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:

No

Job
Type:
Regular

Work Shift:

Sponsorship
Available:

No

Institution 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 the Apply
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 Program & Employment Compliance at compliance@uada.edu.

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 * Franklin
County

Department’s Website:

https://uaex.uada.edu/counties/franklin/

Summary 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 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.

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 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:

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:

Casey Ford, County Extension Agent – Staff Chair,
479-667-3720, cford@uada.edu

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

Please do not send to listed recruitment
contact.

Pre-employment Screening Requirements:
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 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:
Hearing, Sitting, Talking

Frequent Physical Activity:
Feeling, Grasping,
Manipulate items with fingers, including keyboarding, Reaching, Repetitive Motion

Occasional Physical
Activity:
Lifting, Standing

Benefits Eligible:
Yes

Tagged as: Employment