ADMINISTRATIVE COORDINATOR

Position Summary

The Administrative Coordinator will function as the Business Operations Manager. The Business Operations Manager is responsible for ensuring efficient and effective program operations, coordinating education and public outreach, and coordinating the annual grant program, performing payroll/fiscal and personnel processing functions. This position will function as the primary business operations support to the Arkansas Waterways Commission. This individual will possess the ability to observe, receive and obtain information from all relevant sources. They will perform day to day administrative and business operations tasks such as maintaining files and processing paperwork to include: developing and maintaining constructive and cooperative working relationships with others, develop specific goals and plans to prioritize, organize, and accomplish their work, excellent time management, ability to meet deadlines, enter, record, store, or maintain information in electronic or written form, work directly with the public in the capacity of directly greeting citizens on the phone, email or in person, represent the agency at events and give presentations, provide administrative support for commission meetings, and occasionally travel within and outside of the state. This position is governed by state and federal laws, program regulations, and agency policy.

This position requires on-site employment with no remote or hybrid options available.

Preferred Qualification

Previous state or federal government work experience.

Proficiency in all Microsoft Office products, especially Microsoft Excel and Word.

Proficiency in methods of organization and program development techniques.

Proficiency in basic research, statistical, and marketing techniques.

Proficiency in exercising good judgment in analyzing situations and making decisions.

Database management experience.

Experience working with boards or commissions.

Experience and talent with using computer software programs to produce educational/promotional materials, reports, correspondence, and other documents.

Experience with data collection, analysis, evaluation, and reporting.

Skill in establishing and maintaining effective working relationships with others.

Skill in developing, coordinating, and implementing educational/promotional programs and events.

Effective oral and written communication skills.

Mastery of and the effective application of grammar, punctuation, and spelling rules.

Understanding of state and federal laws, regulations, and guidelines applicable to specialized program area. Familiarity with the legislative process.

Public presentation experience.

Management and organizational skills, with attention to detail.

Expertise in coordinating program activities with agency staff, Commissioners, legislators, stakeholders, the general public, and program-related state and federal agencies.

Job Responsibilities and Expected Results

Job Responsibilities and Expected Results

1. Coordinates agency’s annual grant program maintains documentation and communicates with applicants and awardees to ensure compliance with applicable rules/laws and program deadlines.
2. Maintains and provides information, materials, assistance, and clarification upon request from interested parties.
3. Schedules and organize Commission meetings, including production of agendas, reports, meeting minutes, and handling of matters as set forth in the Open Meetings Act. Serves as liaison between staff and Commissioners.
4. Develops, coordinates, implements, and evaluates marketing, education and public outreach programs and events.
5. Advertises programs and events through publications, audiovisual presentations, media releases, workshops, agency websites, and/or social media. Maintains agency website and social media presence.
6. Attend meetings and make presentations on behalf of Director as needed.
7. Represents agency at trade shows, conferences, and other program-related events.
8. Perform administrative duties by researching, reviewing, and analyzing data, compiling reports, and statistical documents, producing promotional materials, and preparing correspondence.
9. Assist Director in developing or revising agency directives, policies, and procedures.
10. Assists with the preparation of agency biennial report and other documents.
11. Prepare direct invoices and purchase orders for payment of commission expenses for processing by shared services.
12. Monitors coding and purchases of state banking accounts.
13. Monitors WEX, Purchase Card, and Travel Card account records and purchases.
14. Prepares and verifies commissioners and staff travel invoices and reconciliations.
15. Monitors and report agency fiscal operations budget.
16. Handles confidential and sensitive office personnel information and functions.
17. Prepares monthly and quarterly agency reports for various agencies.
18. Purchases supplies and office equipment through state purchasing system and procedures.
19. Maintains and records inventory of equipment and/or supplies.
20. Monitors agency expense journals, ledgers, and files.
21. Develops and maintains relationships with commissioners and state and federal agency personnel.
22. Monitors correspondence with Office of Accounting Financial Reporting Section preparing close of books.
23. Corresponds with other government and non-government agencies concerning waterborne transportation.
24. Assists with other agency administrative business, as required.
25. Performs other duties as assigned.