ADMINISTRATIVE SPECIALIST

Date: Aug 7, 2025

Req ID: 51830

Location:

WEST MEMPHIS, AR, US, 72301

Category: DEPT OF WORKFORCE SERVICES

Anticipated Starting Salary: $35,610.02

Position Summary

The Administrative Specialist will function as the Administrative Specialist. The Administrative Specialist position serves as primary support to Vocational Rehabilitation Counselors in the field office. This individual must be able to observe, receive, and obtain information from all relevant sources. The individual will be responsible for performing daily administrative tasks, including maintaining information files and processing paperwork. They will develop constructive and cooperative working relationships with others and maintain them over time. They will develop specific goals and plans to prioritize, organize, and accomplish their work. Their duties will include entering, recording, storing, and maintaining information in both electronic and written formats; therefore, they will need to own proficient computer skills. The individual will interact directly with the public, greeting clients via phone, email, or in person. They will have some travel according to the Vocational Counselor’s itinerary to various sites within the designated counties to market and serve clients in all areas.

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

Preferred Qualification

Proficiency in all Microsoft Office applications, with strong emphasis on Microsoft Excel and Word
Experience in database management
Solid knowledge of grammar, punctuation, and spelling, with the ability to apply these rules effectively
Experience in delivering public presentations
Strong management and organizational skills, with excellent attention to detail

Job Responsibilities and Expected Results

Schedule and confirm appointments for clients, vendors, or supervisors.
Manage paper or electronic filing systems, record information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
Maintain scheduling and event calendars.
Assist clients with job exploration duties to obtain appropriate employment under the Vocational Counselor's direction.
Participates in marketing activities to create more public knowledge about services provision to individuals with disabilities out in the community.
Develop and maintain relationships with community referral sources including schools, employers, and service providers.
Assist in arranging necessary services for clients including medical and mental health services.
Greet the public as they enter the building to apply for services.
Route phone calls to the appropriate party.
Perform other duties as assigned.

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.