Administrative Specialist III

Please note: All postings close at 12 A.M. CST on the closing date. A-State participates in E-Verify.

Position Summary:

The Administrative Specialist III 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 institution policy.

Duties & Responsibilities:

• Position to support A-State Speech and Hearing Center
• Compiles and maintains office administrative information and records such as purchasing, budget, client files and accounting
• Organizes, arranges and attends (if necessary) conferences, seminars, meetings, media events, etc.
• Researches and gathers material/data on projects for use in meetings, briefings, reports, program assessment, etc. requested by supervisors
• Will provide oversight and some supervision to graduate assistants and work study students
• Make recommendations on clinic and office needs such as inventory of Speech and Hearing Center, business cards, parking passes, brochures, etc.
• Will explain procedures/policies to clients and their families
• Operates office equipment with a number of software databases including those involved with tracking client services, tabulating visits, etc.
• Collaborate with the CD Department administrative assistant to manage online purchasing, invoicing, purchase orders, travel requisitions, travel reimbursements and other financial duties as requested by Center directors
• Will follow HIPAA requirements
• Reviews documents including applications, forms, vouchers, records, and reports for accuracy and completeness of information and compliance with laws and regulations, makes necessary corrections, and assigns file numbers
• Contacts submitting agency/institution or individual to obtain additional information or to correct discrepancies in documents, and sends notification of acceptance/rejection
• Researches various data storage and/or computer records to obtain information and compiles data for reports
• Establishes document files and maintains files by updating and purging as needed
• Enters data into computer system and makes changes and/or corrections
• Maintains activity log and/or financial ledger and submits reports to supervisor
• Composes and types routine correspondence and form letters
• May calculate rates, fees, taxes, assessments, and fines
• Other duties as assigned

Knowledge/Skills/Abilities:

Knowledge of work-related subject area.
Knowledge of computers and software applications.
Ability to prepare, present, and review oral and written information and reports.
Ability to research and analyze related work program information.
Ability to develop, recommend, interpret, and apply policies and procedures.
Ability to analyze financial records and prepare reports.
Ability to plan, organize, and direct the work of others.

General Days/Hours:

Monday - Friday 8:00 a.m. - 5:00 p.m. or 9:00 am – 6:00 pm to align with schedule of the Speech and Hearing Center.
Additional hours as requested and/or needed Regular and reliable attendance

Other:

Please note: all position postings close at 12:00 A.M. CST on the position closing date

Minimum Qualifications:

The formal education equivalent of a high school diploma; plus one year of specialized training in business management, business education, or a related field; plus two years of experience in a specialized or related field applicable to work performed.

Other job-related education and/or experience may be substituted for all or parts of these basic requirements, except for certification or licensure requirements, upon approval of the qualifications review committee