Administrative Support Supervisor

University of Arkansas Division of Agriculture - Little Rock, AR

29 days agoFull-time
Summary
Performs administrative duties for the Ouachita District. Answers phone calls, greets visitors, and assists with appointment schedules. Directs callers and responds to inquiries and requests for information. Processes incoming and outgoing mail. Handles routine correspondence and gathers data to facilitate management response for other correspondence. Assists county personnel with questions on policy and procedures. Handles routine actions in absence of District Director/Associate District Director.

Job Duties
Performs administrative duties for the Ouachita District. Answers phone calls, greets visitors, and assists with appointment schedules. Directs callers and responds to inquiries and requests for information. Processes incoming and outgoing mail. Handles routine correspondence and gathers data to facilitate management response for other correspondence. Assists county personnel with questions on policy and procedures. Handles routine actions in absence of District Director/Associate District Director.

Assists in making travel/meeting arrangements. Prepares itineraries, expense accounts, reimbursement documents, and time sheets. Assists with arrangements for upcoming meetings, seminars, and trainings and with the preparation of documents or materials that may be needed. Maintains correspondence and personnel files for the district. Makes routine purchases of equipment and supplies following organization and state purchasing guidelines.

Prepares and maintains hiring and termination documents for all personnel in the district following organizational and governmental policies and procedures. Maintains inventory records of equipment located in the district. Processes leave requests, travel accounts, out of state travel records for county personnel. Keeps record of various incoming reports from county offices in the district, and follows up with counties to ensure on-time submission.

Works with personnel information, budgets, travel allocations, grant funds, salary information, performance evaluations, and civil rights documentation. Keeps mailing and personnel lists updated. Assists with annual reports preparation. Assembles and prepares administrative reports including Plans of Work, Plans of Work Results, Performance Evaluation documents, Civil Rights reports/documentation, position descriptions, and 4-H enrollment documentation for all employees in the district.

Maintains highly confidential records including budgets, strategic plans, personnel data, and grant and salary information for administrative office. Maintains County Extension Council records, ADC funds records, and district purchases.

Skills
Knowledge of staff development & supervision principles. Knowledge of department operations, policies, & procedures. Knowledge of applicable laws & regulations. Knowledge of computers & software applications. Knowledge of basic accounting principles. Ability to conduct research & perform basic quantitative quality assurance reviews. Ability to resolve operational problems. Ability to research, prepare, & present comprehensive written & oral reports to the supervisor.

Minimum Qualifications
The formal education of a high school diploma; plus one year of specialized training in business management, business education, or a related field; plus four years of experience in administrative support, including one year in a supervisory or leadership capacity.

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 BY THE ASSOCIATE VICE PRESIDENT FOR EXTENSION.

Preferred Qualifications
University of Arkansas Division of Agriculture Cooperative Extension Service experience.

Does this position require frequent driving (once a week or more)? No
Background Check/Drug Screen Criminal Background Check Only
Work Hours Monday - Friday 8:00 a.m. - 4:30 p.m.
Posting Date 10/01/2018
Closing Date
Proposed Starting Date
Additional Information
Special instructions to applicants
The University of Arkansas Division of Agriculture Cooperative Extension Service does not support permanent residency for employees.

This position is subject to a pre-employment criminal background check. Screening information will be used in a confidential, non-discriminatory manner consistent with state and federal law. A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position.

Employment is contingent upon availability of funding and satisfactory performance.

A resume, cover letter, transcript, and three letters of recommendation are required for consideration for this position. A valid email address for a minimum of three (3) references must be provided at the time of application. An email collecting the reference will be sent directly to the reference provider upon completion of your application. Additional reference letters or documentation can also be sent directly to Human Resources at jobs@uaex.edu

For questions, contact Human Resources at 501-671-2219 or email jobs@uaex.edu

FOR CONSIDERATION, all applicants must certify and submit an application on our organization’s job portal at http://jobs.uaex.edu

References
References
Accept References? Yes
Minimum Number of References 3
Maximum Number of References 5
Cut off Date?
Applicant Documents
Required Documents
Cover Letter
Resume or CV
Optional Documents
Other Document 1
Other Document 2
Other Document 3
Other Document 4
Test Results