Administrative Assistant

University of Arkansas
United States, Arkansas, Little Rock
2801 South University Avenue (Show on map)
Dec 20, 2024
Current University of Arkansas System employees, including student employees and graduate assistants, need to log in to Workday via MyApps.Microsoft.com, then access Find Jobs from the Workday search bar to view and apply for open positions. Students at University of Arkansas System two-year institutions will also view open positions and apply within Workday by searching for "Find Jobs for Students". All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated). If you close the browser or exit your application prior to submitting, the application process will be saved as a draft. You will be able to access and complete the application through "My Draft Applications" located on your Candidate Home page. Closing Date: Type of Position:Clerical Workstudy Position: No Job Type:Regular Work Shift: Sponsorship Available: No Institution Name: Division of Agriculture of the University of Arkansas The University of Arkansas System Division of Agriculture is a state wide campus, with faculty based on University campuses, at Research and Extension Centers and in every Arkansas county. It consists of the Arkansas Agricultural Experiment Station (AES) and the Arkansas Cooperative Extension Service (CES), and is home to more than 1400 employees. The Division was established in 1959 and is headed by the Vice-President for Agriculture. The Division headquarters is located in Little Rock with the rest of the University of Arkansas System Administration. As an employer, the University of Arkansas System Division of Agriculture offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact the Division's Office of Inclusion, Access, and Compliance at compliance@uada.edu. For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-671-2219 or 479-502-9820. Department:Horticulture * Department Head Department's Website: uada.edu Summary of Job Duties:The Administrative Assistant is the fiscal support specialist and office manager for the Horticulture Little Rock State Office (LRSO). This person supports the department head primarily by assisting the departmental accountant with fiscal management in the LRSO, assists the departmental administrative coordinator with limited HR work, and assists faculty and staff with fiscal and office support. This person coordinates all day-to-day office activities, prepares forms, correspondence, reports, special reports, and other documents utilizing appropriate software, and is the Extension Horticulture event coordinator. This person completes work within designated timeframes, attends required meetings and training sessions and maintains understanding of Workday processes and UADA policies and procedures. This position maintains professional appearance and attitude. Fiscal Support: This position gathers data, carefully reviews documents for accuracy, corrects information as needed, and completes data entry of various information. This position completes all steps of the procurement process from requesting bids or locating necessary items to creating invoices and completing purchase requisitions in Workday, receives invoices paid on blanket POs in Workday, enters payments and assists with monthly invoice payment reconciliation from Workday reports. The position may communicate with vendors and other customers to provide information regarding the status of accounts or other related transactions, monitor systems to determine the distribution of invoices, contracts, or grants, and reconcile receipts of bank deposits and bank statements. This position completes spend authorizations and assists with travel arrangements such as registration, lodging, transportation, etc., for faculty and staff. This position scans and stores P-Card receipts for faculty and staff in the university-approved secure cloud storage departmental folder, and prepares and completes expense reports for faculty and staff. This person processes monthly fleet vehicle logs and completes fuel card expense reports and reports/schedules maintenance as necessary. Administrative Office Support: This position maintains the departmental office, up-to-date mailing lists, and program files. This position distributes daily assignments and instructions as needed to support staff or volunteers to ensure deadlines are met. This position maintains office supply inventories, ordering as needed, and maintains inventory control of equipment for department. This position assists department head with hiring processes such as posting position descriptions, entering job requisitions, and ensuring new employee onboarding. This position assists department faculty and staff with plans and arrangements for upcoming meetings, seminars, and training and with the preparation of documents or materials that may be needed. This position arranges meeting facilities, transportation, lodging, catering, and/or meals, and manages events and spaces in the LRSO for Horticulture. This position welcomes visitors, community stakeholders, and event attendees and responds to incoming calls, emails, related social media postings, etc. for faculty and staff, directing calls and responding to inquiries and requests for information. The position performs fiscal, administrative, and other duties for the department as assigned by the department head. Qualifications: Minimum Qualifications: The formal education of a high school diploma; plus one year of specialized training in bookkeeping, billing, accounting, business management or a related field; plus four years of experience in administrative support. Preferred Qualifications: Associate's degree in accounting, fiscal management, administrative support management, business management, or a related field; plus multiple years of specialized training in fiscal support, business management, administrative support, or a related field along with supervisory or leadership capacity. Professional certification such as Certified Administrative Professional (CAP) by the International Association of Administrative Professionals (IAAP), Professional Administrative Certification of Excellence (PACE) from the American SocietyofAdministrative Professionals (ASAP), or technical certification in accounting, general business, or similar professional certification. Knowledge, Abilities, and Skills: Knowledge of database accounting and management principles. Knowledge of applicable organization policies, and laws and regulations of assigned section. Ability to record fiscal data and manipulate data to generate complex reports and documents. Ability to conduct research and perform basic quantitative quality assurance reviews. Knowledge of computers and software application programs. Knowledge of customer service techniques. Additional Information: For technical assistance with the application, please email humanresources@uada.edu Salary Information: Commensurate with education and experience Required Documents to Apply: Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume Optional Documents: License or Certificate (see special instructions for submission instructions), Unofficial/Official Transcript(s) Special Instructions to Applicants: Recruitment Contact Information: Dr. Mary Savin, msavin@uada.edu All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS Please do not send to listed recruitment contact. Pre-employment Screening Requirements:Criminal Background Check The University of Arkansas System Division of Agriculture may conduct pre-employment background checks on certain positions for applicants being considered for employment. The background checks may include a criminal background check and a sex offender registry check. Required checks are identified in the position listing. A criminal background check or arrest pending adjudication information alone shall not disqualify an applicant in the absences of a relationship to the requirements of the position. Background check information will be used in a consistent, non-discriminatory manner consistent with the state and federal law. The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights. Persons must have proof of legal authority to work in the United States on the first day of employment. All application information is subject to public disclosure under the Arkansas Freedom of Information Act. Constant Physical Activity:Manipulate items with fingers, including keyboarding Frequent Physical Activity:Hearing, Repetitive Motion, Talking Occasional Physical Activity:N/A Benefits Eligible:Yes