ADMINISTRATIVE SPECIALIST

Location: Hot Springs, AR | Posting End Date: September 1, 2026

About the Role

The Administrative Specialist is a key administrative support role within the Department of Human Services, 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.

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 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 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 information is current and accurate.
• Ensure supplies and materials are ordered and available to meet operational needs.
• Approve and monitor purchasing cards and transactions, maintaining a spreadsheet of all expenditures.
• Key encumbered services into the Contract Management System.
• Place orders and distribute staff cell phones.
• Maintain Area 3’s drug screen report and place orders for drug screens, gloves, forms, and contesting kits as needed.
• Serve as backup to the timekeeper when they are out of the office.

Requirements

• 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.
• Knowledge 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.

Qualifications

• A high school diploma or equivalent is required.
• Other 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.

Pay

Anticipated Starting Salary: $35,610.02 | Salary Range: $35,610 - $52,703

Benefits

• Pension
• Maternity leave
• Paid state holidays