ADMINISTRATIVE COORDINATOR

Position Summary

The Administrative Coordinator will function as the Business Operations Manager. The Business Operations Manager is responsible for ensuring efficient and effective program operations, coordinating education and public outreach, and coordinating the annual grant program, performing payroll/fiscal and personnel processing functions. This position will function as the primary business operations support to the Arkansas Waterways Commission. This individual will possess the ability to observe, receive and obtain information from all relevant sources. They will perform day to day administrative and business operations tasks such as maintaining files and processing paperwork to include: developing and maintaining constructive and cooperative working relationships with others, develop specific goals and plans to prioritize, organize, and accomplish their work, excellent time management, ability to meet deadlines, enter, record, store, or maintain information in electronic or written form, work directly with the public in the capacity of directly greeting citizens on the phone, email or in person, represent the agency at events and give presentations, provide administrative support for commission meetings, and occasionally travel within and outside of the state. This position is governed by state and federal laws, program regulations, and agency policy.

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

Preferred Qualification

Previous state or federal government work experience.

Proficiency in all Microsoft Office products, especially Microsoft Excel and Word.

Proficiency in methods of organization and program development techniques.

Proficiency in basic research, statistical, and marketing techniques.

Proficiency in exercising good judgment in analyzing situations and making decisions.

Database management experience.

Experience working with boards or commissions.

Experience and talent with using computer software programs to produce educational/promotional materials, reports, correspondence, and other documents.

Experience with data collection, analysis, evaluation, and reporting.

Skill in establishing and maintaining effective working relationships with others.

Skill in developing, coordinating, and implementing educational/promotional programs and events.

Effective oral and written communication skills.

Mastery of and the effective application of grammar, punctuation, and spelling rules.

Understanding of state and federal laws, regulations, and guidelines applicable to specialized program area. Familiarity with the legislative process.

Public presentation experience.

Management and organizational skills, with attention to detail.

Expertise in coordinating program activities with agency staff, Commissioners, legislators, stakeholders, the general public, and program-related state and federal agencies.

Job Responsibilities and Expected Results

• Coordinates agency's annual grant program maintains documentation and communicates with applicants and awardees to ensure compliance with applicable rules/laws and program deadlines.
• Maintains and provides information, materials, assistance, and clarification upon request from interested parties.
• Schedules and organize Commission meetings, including production of agendas, reports, meeting minutes, and handling of matters as set forth in the Open Meetings Act. Serves as liaison between staff and Commissioners.
• Develops, coordinates, implements, and evaluates marketing, education and public outreach programs and events.
• Advertises programs and events through publications, audiovisual presentations, media releases, workshops, agency websites, and/or social media. Maintains agency website and social media presence.
• Attend meetings and make presentations on behalf of Director as needed.
• Represents agency at trade shows, conferences, and other program-related events.
• Perform administrative duties by researching, reviewing, and analyzing data, compiling reports, and statistical documents, producing promotional materials, and preparing correspondence.
• Assist Director in developing or revising agency directives, policies, and procedures.
• Assists with the preparation of agency biennial report and other documents.
• Prepare direct invoices and purchase orders for payment of commission expenses for processing by shared services.
• Monitors coding and purchases of state banking accounts.
• Monitors WEX, Purchase Card, and Travel Card account records and purchases.
• Prepares and verifies commissioners and staff travel invoices and reconciliations.
• Monitors and report agency fiscal operations budget.
• Handles confidential and sensitive office personnel information and functions.
• Prepares monthly and quarterly agency reports for various agencies.
• Purchases supplies and office equipment through state purchasing system and procedures.
• Maintains and records inventory of equipment and/or supplies.
• Monitors agency expense journals, ledgers, and files.
• Develops and maintains relationships with commissioners and state and federal agency personnel.
• Monitors correspondence with Office of Accounting Financial Reporting Section preparing close of books.
• Corresponds with other government and non-government agencies concerning waterborne transportation.
• Assists with other agency administrative business, as required.
• Performs other duties as assigned.

Position Information

Job Series: Administrative Support

Classification: Administrative Coordinator - Career Path

Class Code: PAS02P

Pay Grade: SGS04

Salary Range: $43,088 - $63,770

Job Summary

The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

Primary Responsibilities

Oversee the daily operations of the office, ensuring that office systems, procedures, and resources are efficiently managed. Monitor office supply levels, place orders, and manage inventory to ensure all operational needs are met. Ensure office equipment is functioning properly and arrange for repairs or maintenance as needed. Coordinate complex scheduling for senior staff, arranging meetings, conferences, and travel plans. Prioritize appointments and ensure that all participants are informed and prepared for meetings or events. Maintain accurate and up-to-date records for both physical and digital files, ensuring ease of access and compliance with relevant policies. Organize and manage filing systems for confidential and non-confidential information, ensuring adherence to state laws and regulations. Assist in evaluating existing administrative processes and recommend improvements to streamline operations and increase efficiency. Collaborate with team members and leadership to design and implement changes that enhance organizational performance. Manage internal communications, ensuring that memos, notices, and announcements are distributed efficiently and accurately.

Knowledge and Skills

Ability to manage multiple priorities, tasks, and deadlines simultaneously. High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling. Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders. Ability to prepare clear, concise reports and correspondence that convey key information to various audiences. Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows. Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.

Minimum Qualifications

A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee's demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

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.