ADMINISTRATIVE SPECIALIST

County: Conway

About the Role

The Long Term Services and Supports (LTSS) 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. Position assignments are dependent on the needs of the LTSS Units and are determined by management.

Special Requirements

• Lifting up to 20 pounds
• Frequent stooping and bending
• Ability to sit for extended periods of time
• Extensive computer work utilizing Microsoft Office Suite
• Ability to utilize current phone system
• Clear enunciation and excellent verbal and written communication skills

This position is governed by FLSA and approved overtime is compensated.

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

• 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.

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.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Pay

Pay Grade: SGS02

Salary Range: $35,610 - $52,703

Benefits

• Pension
• Maternity leave
• Paid state holidays

At DHS, we take care of our employees so you can help care for others.