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Job Details
Administrative Specialist III
Agency: Department of Workforce Services
Office: Division of Workforce Services
Section: Adult Education
Date Posted: 10/17/2019
Posting Expires: 10/31/2019
Summary
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. This position is governed by state and federal laws and agency policy.
Typical Functions
Researches and analyzes data pertinent to work programs and/or agency/institution goals and objectives and prepares reports explaining findings and recommendations. Assists in developing or revising policies, procedures, and directives based on research findings; submits to supervisor for approval. Compiles financial information used by supervisor to formulate budget proposals and monitors expenditures to ensure optimum operating efficiency. Reviews and answers or prepares correspondence relating to agency/institution programs. Interprets agency administrative directives, policies, and procedures to ensure consistent application. Provides information, assistance, and clarifications to interested parties concerning agency/institution programs, policies, and procedures. Assists supervisor by maintaining leave records, appointment calendar, and prioritizing incoming correspondence. May supervise a small to medium-sized administrative support staff and evaluate the work performance of incumbents. Performs other duties as assigned.
Special Job Dimensions
Knowledge, Abilities, and Skills
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.
Minimum Education and/or Experience
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 four years of experience in a specialized or a related field applicable to work performed. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. 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.
Preferred Qualifications
Position Summary

The Administrative Specialist III will serve as the project information coordinator for administrative and management division initiatives as assigned by the Director. The candidate will conduct research, analyze and interpret data, and generate scheduled ad hoc reports as directed. This position will create and maintain a database of division projects for reporting purposes, which includes the Division of Adult Education strategic plan.


Education and Professional Work Experience

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 four years of experience in a specialized or a related field applicable to work performed.

Preferred Qualifications

Associates degree; plus three (3) years of professional experience as a manager or as an Executive Assistant. Professional administrative, information system technology, or database management certification is desired.

Related academic disciplines or education fields include: Education Administration; Finance, Organizational Management; or Information Technology. Related professional experience for this position will be as an office manager, research assistant, project manager, data base manager; or Executive Assistant.

The Administrative Specialist III must demonstrate initiative as a self-starter, be analytically astute, exercise responsible discretion and judgment, and be highly motivated to competently achieve performance expectations with minimal supervision. Critical thinking skills and a high level of integrity is essential to be successful.

Proficiency in all Microsoft Office products is required, especially Microsoft Excel and Word. Database management experience such as Microsoft Access is preferred. The candidate must effectively communicate orally and in writing. Knowledge of and the effective application of grammar, punctuation, and spelling rules is required. Public presentation experience is desired. Good mathematical aptitude is essential. Management and organizational skills are required, with attention to detail.

Job Responsibilities and Expected Results

Provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.

Coordinate grant administration activities; review and monitor grant applications; ensure paperwork and other supporting documentation are included with grants.

Maintain a working knowledge of the Division of Adult Education strategic plan. Collect data, create, update, and track division office activities relative to progress on goals and objectives.

Read, understand, follow, and comply with verbal and written instructions. All electronic and hardcopy correspondence must be error-free, and comply with grammar, syntax, spelling, punctuation, and capitalization rules.

Consistently and timely read and respond to electronic mail,

Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate processes.

Collaborate with management staff and employees to share and receive updated information regarding new initiatives, issues, or to resolve problems.

Collect and analyze data to compile reports as requested. Generate and complete weekly and monthly reports by specified or negotiated deadlines.

Schedule and manage the logistics of meetings as directed which includes distribution of materials and recording the minutes.

Apply features of Excel to designformat spreadsheets and create accurate formulas. .

Create and send out memos and e-mails on the Directors behalf.

Research and verify information to provide technical assistance to the public, agency staff, and other entities as directed.

Identify and analyze potential problems and recommend cost-effective, feasible solutions that are conducive to achieving desired outcomes.

Exercise responsible discretion to protect the integrity of all confidential agency, client, student, and employee information.
Certificates, Licenses, Registrations
Agency Specific Information
ONLY COMPLETED APPLICATIONS WITH WORK HISTORY WILL BE ACCEPTED. The work history section of the application must be completed. We do not accept resumes in lieu of completing this section. If the position requires a Bachelor's Degree, an official transcript must be submitted at the time of interview. If you are claiming Veteran's Preference, a copy of the DD214 must be submitted at the time of interview.
Job Details
Position No.: 22080311
Class Code: C056C
Grade: GS04
Salary Range: $29,046.00 - $42,117.00 per year
Background
check required?
Yes
Job Type: Full Time
Location Information
Job City: Little Rock
Job County/Region: Pulaski
Contact Information
Contact name: Lisa Thompson
Phone: 501-682-2498
Email: lisa.ann.thompson@arkansas.gov
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