ADMINISTRATIVE SPECIALIST

Date: Jul 28, 2025

Req ID: 51522

Location:

LITTLE ROCK, AR, US, 72202

Category: DEPT OF WORKFORCE SERVICES

Anticipated Starting Salary: $35,610.02

Position Number: 22076579
County: Pulaski
Anticipated Starting Salary: $35,610.02

Position Summary

The Administrative Specialist position will be a floater in the imaging/ New Hire unit. This position will be primarily responsible for processing new hire uploads, answering new hire inquiry emails and calls. It will also be responsible for ensuring all benefit imaging in Docuware is processed in a timely manner (2-3 business days). This position will help assist in Docuware for both tax and imaging and it will provide backup assistance to the mail room. This position is governed by state and federal laws and agency policy.

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

Education and Professional Work Experience

Minimum Qualifications

A high school diploma or equivalent is required

Preferred Qualifications:

Proficiency in all Microsoft Office products is preferred, especially Microsoft Excel and Word. Proficiency in basic accounting and adding and subtraction. The candidate must effectively communicate orally and in writing.

Knowledge, Skills, and Abilities

Knowledge of the principles of and the practices of accounting.
Knowledge of manual and automated accounting systems and procedures.
Knowledge of state and federal laws, rules, and regulations governing the reporting and payment of unemployment insurance tax on employers.
Knowledge of audit standards and procedures.
Ability to interpret and apply state laws and regulations.
Ability to analyze financial trends and identify and resolve discrepancies.
Ability to document examination findings and prepare reports.
Ability to convey and exchange oral and written information of a specialized nature.

Job Responsibilities and Expected Results

Process all documents in assigned UI Benefit Imaging Tray.
Provide back-up assistance in scanning/ indexing forms mailed in-house from claimants and employers.
Assist in the UI Image Extra & UI Fax Number Tray as needed.
Work Docuware Task list for 209B’s & UI Benefits as needed.
Restarting UI fax imaging machines daily.
Process all documents in Tax Imaging 209B’s using provide procedures.
Aid other staff and members of management with any imaging issues.
Assist in training new staff on Docuware imaging function.
Assist with contribution imaging functions including prepping/ scanning Tax & Benefit.
Process new hire uploads and assist with new inquiries through ADWS new hir email.
Assist as back up to m ail room when designated staff are not available.
Attendance is mandatory in the Contributions Unit during all four designated rush periods with any duties needed to meet guidelines set by DOL.
Adhere to regulatory requirements related to payment processing and data entry.
Work collaboratively to achieve common goals.
Perform additional duties as assigned by supervisory/ managerial staff to support the team and organization.

Position Information

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.

Licensure/Certifications

N/A 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.