Administrative Specialist III

Current University of Arkansas System employees including student employees and graduate assistants need to log into Workday on My Apps. Simply enter "Find Jobs" in the Workday search bar to view open positions. All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated). To view the job posting closing date please return to the search for jobs page. If you close the browser or exit your application prior to submitting, the application process will be saved as a draft. You will be able to access and complete the application through “My Draft Applications” located on your Candidate Home page. Type of Position: Clerical Workstudy Position: No Job Type: Regular Work Shift: Sponsorship Available: No Institution Name: Division of Agriculture of the University of Arkansas The University of Arkansas System Division of Agriculture is a state wide campus, with faculty based on University campuses, at Research and Extension Centers and in every Arkansas county. It consists of the Arkansas Agricultural Experiment Station (AES) and the Arkansas Cooperative Extension Service (CES), and is home to more than 1400 employees. The Division was established in 1959 and is headed by the Vice-President for Agriculture. The Division headquarters is located in Little Rock with the rest of the University of Arkansas System Administration. As an employer, the University of Arkansas System Division of Agriculture offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact the Division's Office of Inclusion, Access, and Compliance at bbatiste@uada.edu. For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-671-2219 or 479-502-9820. Department: CEA * Staff Chair * Stone County Department's Website: https://www.uaex.uada.edu/counties/stone/ Summary of Job Duties: The Administrative Specialist III is responsible for coordinating office activities, researching & preparing special reports, & developing, revising, & recommending administrative policies & procedures as directed by supervisor. Qualifications: Self-Management Organizes and prioritizes tasks effectively Deals appropriately with interruptions. Uses good judgment and decision making skills. Possess strong organizational skills with the ability to multi-task. Follows attendance and leave policies. Practices emotional control. Exhibits professional behavior and appearance. Ability to handle sensitive information in a confidential manner. Ability to work without close supervision. Quality and Quantity of Work Produces high-quality and error free work Orders and maintains sufficient stock of office supplies for county staff. Maintains hard copy and electronic files with ability to efficiently retrieve needed information. Weeds files based on file retention policies. Maintains civil rights files and documents including meeting attendance logs, County Extension Council membership lists, and committee minutes. Processes agricultural samples for mailing. Updates calendar with itineraries and scheduled events. Submits weekly itineraries to District Office. Assists county staff with arrangements for upcoming meetings. Maintains accurate mailing lists. Enters and Submits agent’s monthly travel claim into Workday program. Completes and submits monthly postage and copier report. Receives, sorts and distributes incoming mail. Processes outgoing mail. Checks and responds to email regularly throughout the day. Provides administrative support for all agents. Assists agents and program assistants in reporting data in program areas of Agriculture and Natural Resources, Family and Consumer Sciences, 4H, and Community and Economic Development. Performs other duties as assigned Technical Expertise Uses Workday, the U of A Systems cloud based program to track expenditures, county depository documentation, procurement, purchases, requisitions, time, travel and other financial management applications. Uses software such as Microsoft word, Excel, PowerPoint, and other programs to support Extension educational programs. Maintains equipment. Maintains inventory control of computers and equipment. Attends training to maintain and upgrade skills. Performs support work such as word processing, creating spreadsheets, data entry and retrieval, reviews and proofreads forms, data and other information to ensure accuracy and conformance to established procedures and policies. Generates reports and records. Financial Recordkeeping Keeps record of all revenue and expenses from County depository account. Enters purchase requisitions, expense reports, spend authorizations, and procurement card transactions into Workday. Retrieves Workday reports and balances for various accounts and funds managed by staff chair and agents. Accepts invoices and bills for office utilities and prepares affidavits to send to county judge’s office for payment. Communication Communicates respectfully, professionally, and accurately to internal and external clients. Receives, greets, and directs visitors to appropriate office/agent. Answers telephone promptly using prescribed telephone etiquette and greeting and directs calls to appropriate agent. Takes accurate messages for staff. Responds to inquiries and requests for information. Possess excellent written and verbal communication skills. Teamwork Listens to and respects the ideas of other team members Keeps abreast of due dates, clientele requests, and scheduled programs and creates tickler file to remind agents of upcoming deadlines. Shares information, expertise, resources and ideas of ways to improve or streamline processes for the benefit of the entire county team/staff. Additional Information: Applicants for this position are required to upload a Resume, Cover letter, and a list of three (3) references including name, phone number and email address (if available) prior to submitting the application. Once an application is submitted, the applicant will not be able to edit the application or upload additional documents. If you have technical issues uploading a document or if you have a need to provide additional documentation after submitting your application, email humanresources@uada.edu Salary Information: Commensurate with education and experience Required Documents to Apply: Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume Optional Documents: Special Instructions to Applicants: Recruitment Contact Information: Tyler Caston, CEA - Staff Chair, 870-269-3336, tacaston@uada.edu All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS Please do not send to listed recruitment contact. Pre-employment Screening Requirements: Criminal Background Check, Sex Offender Registry The University of Arkansas System Division of Agriculture may conduct pre-employment background checks on certain positions for applicants being considered for employment. The background checks may include a criminal background check and a sex offender registry check. Required checks are identified in the position listing. A criminal background check or arrest pending adjudication information alone shall not disqualify an applicant in the absences of a relationship to the requirements of the position. Background check information will be used in a consistent, non-discriminatory manner consistent with the state and federal law. The University of Arkansas System Division of Agriculture commits itself to policies of affirmative action and diversity with respect to both employment opportunities and program participation. The Division complies with these policies not merely because of legal requirements, but because we believe that such practices are basic to human dignity. As such, the Division welcomes all applicants to apply without regard to race, color, sex, gender identity, sexual orientation, national origin, religion, age, disability, marital or veteran status, genetic information, or any other legally protected status. Candidates must have proof of legal authority to work in the United States on the first day of employment. All applicant information is subject to public disclosure under the Arkansas Freedom of Information Act. Constant Physical Activity: Talking Frequent Physical Activity: Manipulate items with fingers, including keyboarding Occasional Physical Activity: N/A Benefits Eligible: Yes The University of Arkansas System is a comprehensive, publicly-supported higher education institution composed of 18 unique campuses, divisions and administrative units that share the singular goal of serving Arkansas residents and others by developing and sharing knowledge to impact an ever-changing world. The UA System provides access to academic and professional education, and develops intellectual growth and cultural awareness in its students, staff and faculty. The system further promotes an atmosphere of excellence that honors the heritage and diversity of our state and nation. It provides students, researchers and professionals with tools to promote responsible stewardship of human, natural and financial resources in Arkansas and around the globe, and with workforce-relevant knowledge to enhance economic development efforts that improve the overall quality of life and societal well-being. Universities University of Arkansas, Fayetteville University of Arkansas at Little Rock University of Arkansas for Medical Sciences University of Arkansas at Monticello University of Arkansas at Pine Bluff University of Arkansas at Fort Smith The University of Arkansas System eVersity Two-Year Colleges Phillips Community College of the University of Arkansas University of Arkansas Community College at Hope-Texarkana University of Arkansas Community College at Batesville Cossatot Community College at the University of Arkansas University of Arkansas Community College at Morrilton University of Arkansas Community College at Rich Mountain University of Arkansas Pulaski Technical College Other Units University of Arkansas System Division of Agriculture Arkansas Archaeological Survey Criminal Justice Institute Arkansas School for Math, Sciences, and the Arts University of Arkansas Clinton School of Public Service Arkansas Research and Education Optical Network (ARE-ON)

Salary : $25,600 - $32,400