ADMINISTRATIVE SPECIALIST

Administrative Specialist

The Department of Human Services is a place for people passionate about serving others and changing lives for the better. We care for Arkansans of all ages and ensure places like child care centers and nursing homes are safe. We are the safety net for the most vulnerable Arkansans. Whether you answer the phones, take applications, protect children, or help care for residents or patients at one of our facilities, you make a difference by working at DHS. Plus, working for the State has great perks, including a pension, maternity leave, paid state holidays, and much more. At DHS, we take care of our employees so you can help care for others.

This position is critical to the daily operations of this office. The continuous inquiries from citizens in the county require this position to be the first contact and representative for the Agency. This position provides daily customer service, guidance, support, and coaching to citizens in this county. The effective operation and delivery of DCO services depends heavily on this position to provide clerical support and customer service to the many citizens that inquire for assistance. This position provides administrative support not just to DCO but to other divisions housed in the office as well. The Local Office Administrative Assistant works under general supervision and is responsible for performing a wide variety of duties that may require independent decision making and substantial analysis within an assigned department or program. Specific position assignments may vary, depending on business needs. The LOA Assistant is critical to the county office for providing support to staff and clients in a courteous and timely manner for the proficient operation of the local DHS office. These public assistance programs provide basic nutrition, health and cash assistance benefits to the poorest citizens living in this county and generate millions of dollars in local taxable revenues.

Due to the complexity of DCO eligibility programs and the continuous need to coordinate services with other entities to maximize services provided to the many needy families in Arkansas, the duties of this position cannot be absorbed by other staff and effectively maintain program integrity and visibility with support staff, clients, legislators, and the general public in multiple counties.

Hiring Manager : Karla Howell

Job Series

Administrative Support

Classification

Administrative Specialist - Career Path

Class Code

PAS03P

Pay Grade

SGS02

Salary Range

$35,610 - $52,703

Job Summary

The Administrative Specialist is a key administrative support role within a department, 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.

Primary 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.

Knowledge and 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.

Minimum Qualifications

A high school diploma or equivalent is required.