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ADMINISTRATIVE SPECIALIST III

Date:  Jan 15, 2022
Req ID:  14503
Location: 

Alexander, AR, US, 72002

Category:  AR DEPT OF HUMAN SERVICES
Anticipated Starting Salary:  $29,045.95

Position Number: 22111569 
County: Saline 
Posting End Date: 01/25/2022 

Anticipated Starting Salary: $29,045.95 

DYS      Division of Youth Services, Alexander Location

 

 

HIRING OFFICIAL:   Tammy Vinzant

 

*NOTE: This position will act as a Records Specialist in the Admin Specialist III role for Division of Youth Services in Alexander, AR.

 

 

Job Summary

The Administrative Specialist III works under the supervision of the DHS Program Manager (Admissions and Support Manager) and is responsible for providing administrative support to the Intake and Case Management Unit.  The position will collect and organize data for department utilization and other services as requested; generate and disseminate correspondence and reports, research materials, input data, respond to public inquiries with general information; perform other administrative support functions while preserving the integrity of confidential information.

 

Job Duties and Responsibilities

 

Perform Administrative Support Functions:  Prepare, receive, disseminate and/or file all official reports, updates, reviews, and other documents related to the management of juvenile custody records; prepare and compose all official documents or necessary correspondence related to the facilitation of juvenile case service needs.  Regularly monitor and compare unit data reports which may reflect an adverse impact to overall quality of service delivery and unit function; generate unit performance reports which may reflect a need for outcome intervention or more intensive monitoring.

Specific duties include, but are not limited to:

  1. Receive, review, electronically file and disseminate all juvenile treatment progress reports.
  2. Initiate and maintain data bases and worksheets tracking quality of service, outcomes.
  3. Correspond with service providers and other community-based stake holders regarding DYS committed juveniles.
  4. Prepare and maintain management reports, files, data bases, worksheets relevant to delivery of services to juveniles.
  5. Maintain various activity logs for reporting purposes.

 

Perform Unit and Information Systems Functions:  Prepare, retrieve, and review status change forms generated by Rite Track for completeness and/or required action; distribute or route documents requiring unit staff or administrative action.  Maintain electronic files. 

 

Specific duties include, but are not limited to:

  1. Review and monitor records related information for accuracy and completeness. 
  2. Research files and records to compile data for reports.
  3. Maintain electronic records for each DYS committed juvenile.
  4. Respond to inquiries for juvenile information while ensuring compliance with HIPAA regulations, governing federal, state and agency requirements.

 

Perform Other Administrative Support Duties:    Open, sort and distribute mail.  Receive and distribute faxed materials.

Perform related responsibilities as required or assigned. Other duties as assigned.

Working Relationships: 

The Administrative Specialist III has contact with agency/institution personnel, businesses, public officials, and the general public.

 

 

Special Work Requirements

 

Must possess and must maintain a valid Arkansas Driver's License, and meet the eligibility requirements covered by the state insurance policy. 

Advanced and proficient knowledge of Microsoft Office Professional Software.



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.

Position Information

Class Code: C056C

Grade: GS04

FLSA Status: NON-EXEMPT

Salary Range: $29,046.00 - $42,117.00

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/institution policy.

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.

Dimensions

None

Knowledge, Skills and Abilities

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 Qualifications

The formal education equivalent of a high school diploma; plus three 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.

Licenses

None

The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.


Nearest Major Market: Little Rock