• Administrative Specialist

    State of Arkansas (Little Rock, AR)


    ADMINISTRATIVE SPECIALIST

    Date: Sep 10, 2025

     

    Req ID: 52817

    Location:

    LITTLE ROCK, AR, US, 72202

    Category: AR ECONOMIC DEVELOPMENT COMM

     

    Anticipated Starting Salary: $35,610.02

    Position Summary

    The Administrative Specialist will function as the Lobby Receptionist. The Lobby Receptionist serves as the first point of contact for visitors, clients, and employees entering the building. This role is responsible for creating a welcoming and professional environment, managing front desk operations, and providing general administrative support to ensure smooth day-to-day facility operations.

     

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

     

    Preferred Qualification

     

    Excellent oral and written communication skills

     

    Great attitude and ability to collaborate well with colleagues

     

    Highly organized

     

    Experience with the Microsoft suite of products

     

    Job Responsibilities and Expected Results

     

    Front Desk Operations

     

    + Greet and direct visitors, clients, and employees in a professional and courteous manner.

    + Maintain visitor logs, issue visitor badges, and notify staff of guest arrivals.

    + Answer and route incoming phone calls using a multi-line phone system.

    + Monitor lobby cleanliness and coordinate with janitorial or facilities staff as needed.

    + Manage incoming/outgoing mail, deliveries, and courier services.

     

    Security and Access Control

     

    + Enforce building access protocols and verify visitor credentials as required.

    + Liaise with building security to report incidents or request assistance when needed.

     

    Administrative Support

     

    + Schedule and manage conference room bookings.

    + Maintain and order front office supplies (badges, forms, stationery).

    + Assist with employee onboarding tasks (e.g., issuing keycards, parking passes).

    + Support other departments with data entry, filing, or special administrative tasks.

     

    Communication and Coordination

     

    + Provide accurate information regarding company services, office hours, and personnel.

    + Communicate maintenance or IT issues to appropriate departments.

    + Assist in coordinating office events, meetings, and emergency procedures

    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.

     

    Nearest Major Market:Little Rock