Loading...
Share this Job


Current Employee? Click Here to apply!

ADMINISTRATIVE SUPPORT SPECIALIST

Date:  Oct 8, 2021
Req ID:  12661
Location: 

Little Rock, AR, US, 72202

Category:  DEPT CAREER ED - REHAB SRVCS
Anticipated Starting Salary:  $29,046

Position Summary

 

The Administrative Support Specialist for the Division of Services for the Blind (DSB) Field Administrator 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.

 

Education and Professional Work Experience

 

MINIMUM QUALIFICATIONS

The formal education equivalent of a high school diploma; plus, four years of experience in a specialized or related area applicable to the work performed. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management.

 

PREFERRED QUALIFICATIONS

Proficiency in Word, Outlook and Excel.  Occasional overnight travel in-state and/or out of state is required for training or other assignments.  May be required to work nights and weekends in support of board meetings and other agency initiatives.

 

KNOWLEDGES, ABILITIES, AND SKILLS

Knowledge of applicable laws and regulations.

Knowledge of computers and software applications.

Knowledge of basic accounting principles.

Knowledge of filing and recordkeeping procedures.

Knowledge of customer service principles.

Ability to perform data entry.

Ability to compose and edit correspondence, reports, and other documents.

Ability to make decisions within prescribed boundaries.

Ability to coordinate, instruct and review the work of others as a lead worker or to serve in a supervisory capacity.

 

Job Responsibilities and Expected Results

 

Job Duties & Responsibilities Administrative and technical support:

 

Coordinates assignments from the DSB Field Administrator to other staff.

 

Composes, types and produces material as directed.

 

Maintains archives and indexes of DSB Field Policies, Procedures and Directives.

 

Monitors and maintains assignment log and prompts action for adherence to time frames.

 

Coordinates travel arrangements and related reimbursements for DSB Field Administrator.

 

Serves as backup to pick up, sort and direct mail per mail directive and routes office mail.

 

Files and retrieves records.

 

Serves as back up to DSB phone line and coordinates with DSB receptionist for duties as needed.

 

Oversees and assists with tracking the distribution of Independent Living Supplies.

 

Coordinates orders of IL supplies to expend the grant as directed by the Field Administrator.

 

Prepares ad-hoc reports, under the direction of the Field Administrator, as needed for DSB management.  

 

Provides support to Director's assistant in preparation and during quarterly board meetings.

 

Acts as assistant to DSB Director or Assistant Director when the Director’s or Assistant Director's assistant is absent.

 

Creates and reviews authorizations and group service authorizations as necessary.

 

Pays any authorizations or group authorizations for Field Administrator when directed.

 

Archives, protects & oversees timely destruction of confidential and other records in compliance with departmental policy.

 

Serves as primary administrative support to public forums and other events related to the state rehabilitation plan and Older Blind Advisory Committee.

 

Serves as alternate administrative support to DSB Board Meetings as directed by DSB Director.

 

Serves as instructor and mentor to administrative personnel assigned to DSB Area Supervisors to ensure flow of daily communication and to be certain that pertinent concerns are brought to the attention of the Field Services Administrator.

 

Monitors clerical workloads to ensure even distribution and cooperation between personnel and provides feedback to Administrator.

 

Tracks and assists with documentation for the Field Administrator related to purchase requests, 8004, and other

items as requested.

Statistical analysis:

 

Assists DSB Field Administrator and managers to develop and analyze data in order to achieve maximum utilization of both federal, state and other funding.

 

Assists in the completion of federal and state financial reports.

 

Develop spreadsheets as assigned and within time frames provided.

 

Perform other duties as assigned.

Position Information

Class Code: C072C

Grade: GS04

FLSA Status: NON-EXEMPT

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

Summary

The Administrative Support Specialist is responsible for performing a wide variety of general office duties within an assigned department or program and may be functioning as a lead worker or working supervisor. This position is governed by state and federal laws and agency/institution policy.

Functions

Researches and analyzes data, prepares reports, and assists in developing or revising policies based on research findings. Responds to written and oral inquiries, interpreting agency/institution administrative directives, policies, and procedures to ensure consistent application. Maintains office supplies and inventory. Provides support to administrative staff including composing various reports, letters, and other correspondence; attending meetings, taking minutes, and answering the telephone. May be responsible for proper and timely processing of time sheets, payroll documents, purchase orders, and personnel action forms. May assist in budget preparation, grants administration, and various accounting duties. May be responsible for coordinating travel arrangements, processing payments, maintaining staff schedules and calendars, and scheduling events. May supervise a small administrative support staff by interviewing, training, assigning, and reviewing work. May create, update, and maintain various confidential records, files, databases, and websites and serve as designated computer technical support. Performs other duties as assigned.

Dimensions

None

Knowledge, Skills and Abilities

Knowledge of applicable laws and regulations. Knowledge of computers and software applications. Knowledge of basic accounting principles. Knowledge of filing and recordkeeping procedures. Knowledge of customer service principles. Ability to perform data entry. Ability to compose and edit correspondence, reports, and other documents. Ability to make decisions within prescribed boundaries. Ability to coordinate, instruct and review the work of others as a lead worker or to serve in a supervisory capacity.

Minimum Qualifications

The formal education equivalent of a high school diploma; plus two years of experience in a specialized related area applicable to the 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


Nearest Major Market: Little Rock