Administrative Coordinator

Position: ADMINISTRATIVE COORDINATOR
Position summary

The administrative coordinator provides overall administrative support to aid's funeral services division (fsd) and the prepaid funeral benefits division (pfbd). This position delivers higher‑level coordination and management of office functions, supports leadership, and ensures efficient day‑to‑day operations. The 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.

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

Job responsibilities and expected results

* answering and redirecting calls - serving as the main switchboard operator for the arkansas insurance department.

* processing outgoing mail - running all outgoing mail through the mail machine and delivering to the mailroom.

* processing incoming mail and - sorting mail for each insurance department. Opening, stamping, and delivering mail to the appropriate fsd or pfbd staff; logging filings and reports; and posting payments received with incoming filings/reports.

* scanning and indexing - scanning and indexing documentation from licensee master files, exam files, and annual report files that fall outside the department's records retention time frames.

* database and tracking maintenance - entering and updating various licensee data, filing/reporting information, and related details in multiple databases and tracking reports/spreadsheets.

* documentation administration - filing, copying, scanning, and printing various documents.

* interpreting administrative directives - interpreting agency administrative directives, policies, and procedures to ensure consistent application.

* other duties as assigned - performing additional tasks as assigned by the manager or director.

Position information

Job series: administrative support

Classification: administrative coordinator - career path

Class code: pas
02p

Pay grade: sgs
04

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,…