ADMINISTRATIVE SPECIALIST

Location: Batesville, AR (Independence County)

Anticipated starting salary: $35,610.02

About the Role

The Administrative Specialist works under general supervision and is responsible for performing a wide variety of standard or regular support duties within an assigned department or program. This position is governed by state and federal laws and agency/institution policy. Initial and ongoing training is required and may include in-State travel (day and/or overnight stays).

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, prepare agendas, take minutes, and track follow-up actions.
• Create, maintain, and update records, files, and databases, ensuring accuracy and compliance with agency and state policies.
• Provide 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.
• Escort clients to and from the lobby multiple times a day.
• Perform tasks requiring sitting, typing, and talking on the phone for long periods; some standing at multi-functional devices for scanning and copying.

Requirements

• High school diploma or equivalent.
• Ability to lift up to 20 pounds, frequent stooping and bending, and ability to sit for extended periods.
• Extensive computer work utilizing Microsoft Office Suite (Word, Excel, PowerPoint).
• Proficiency with office phone systems, clear enunciation, and excellent verbal and written communication skills.
• Sufficient interpersonal skills to maintain positive relationships with clients and coworkers.
• Ability to multi-task, problem-solve, and prioritize tasks effectively.
• Handle sensitive and confidential information with discretion and in compliance with state and federal privacy laws.
• Proactive in identifying opportunities for process improvement and streamlining office operations.

Skills

• Draft clear, concise, and professional correspondence.
• Interact with the public, staff, and leadership in a professional and approachable manner.
• Maintain organized records and files.
• Assess situations, troubleshoot problems, and implement effective solutions in a timely manner.
• Knowledgeable of office software applications and familiarity with office equipment (e.g., copiers, fax machines).

Benefits

• Pension plan.
• Maternity leave.
• Paid state holidays.
• Approved overtime is compensated (position governed by FLSA).

Pay

Salary range: $35,610 – $52,703 (Pay Grade: SGS02).