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Personnel
Position Descriptions
Administrative Office Supervisor (Grade 15)
Policy Number: C.E.S.P. 12-51
Date Revised: 7-1-2006
Supersedes: 5-15-2001 |
Nature and Purpose
The Administrative Office Supervisor is a staff member of
the Cooperative Extension Service, University of Arkansas. The
Administrative Office Supervisor position is a complex and highly
responsible position involving the planning, performance, and supervision
of various administrative and office management functions in a
program/administration unit.
Major Duties and Responsibilities
• Answers telephone calls, greets visitors, scans mail, and makes travel
arrangements.
• Reads incoming correspondence and gathers pertinent data to
facilitate management response.
• Answers routine correspondence without instruction or review and
handles request for information.
• Maintains records on budgets, personnel, and Extension programs.
• Researches, retrieves, or verifies data on various records and
takes corrective action on errors.
• Prepares and distributes reports of office activities and
operations.
• Compiles and types monthly expense accounts and assembles data
(sometimes confidential) for other reports.
• Reads documents and reports and summarizes information for
management review.
• Coordinates materials for printing related to programs, meeting
announcements and subject matter.
• Edits and proofreads all material, including copy typed in word
processing center.
• Establishes and maintains filing system containing confidential
material.
• Coordinates preparations for meetings, workshops and activities.
• Maintains knowledge of Extension policies and procedures and
interprets for others as necessary.
• Provides coordination and work leadership for clerical personnel
assigned to the unit.
• Utilizes microcomputer, loads prescribed programs, and enters
required data.
• Operates office equipment such as electronic typewriter,
photocopier, ten-key calculator, and postage meter.
• Provides secretarial services to faculty members as assigned.
• Performs other duties as assigned.
Relationships
• Works under the immediate supervision of the County Extension Agent - Staff
Chairman or unit supervisor. Receives day-to-day work assignments from
designated administrators, Assistant Directors, specialists or county Extension
agents.
• Establishes and maintains effective working relationships
with superiors, associates, and favorably represents Extension in
contacts with the general public.
Qualifications
Education and Experience
• High school graduate (equivalency certificate accepted).
• One year specialized training in the secretarial or business
field (experience may be substituted for specialized training).
• Four years of secretarial experience, including one year in
a leadership capacity.
Knowledge, Skills, and Abilities
• Composite Score of 60 on either the Word Perfect basic or intermediate
portion of Word Perfect 8.0 evaluation and speed typing evaluation.
• Ability to attain a 75% on the language skills evaluation.
• Ability to competently perform secretarial duties without
instruction.
• Ability to exercise initiative, make sound judgments, be
discreet, and assume responsibility.
• Ability to work with a minimum of supervision.
• Ability to maintain accurate records as appropriate and
maintain confidentiality.
• Ability to act as a group work leader.
• Ability to operate standard office equipment.
• Ability to communicate effectively with superiors, associates,
and clientele.
The Arkansas Cooperative Extension Service is
an Equal Opportunity Employer. All candidates will be considered
without regard to race, color, national origin, religion, gender,
age, disability, marital or veteran status, or any other legally
protected status.
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