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OAL Office Coordinator
The Office of Arkansas Lottery (OAL) Office Coordinator is a multifaceted role responsible for overseeing daily office operations, managing human resources functions, and handling procurement processes. This position plays a critical role in ensuring the office runs smoothly by organizing administrative tasks, maintaining office resources, coordinating with external vendors, supervising staff, managing employee relations, and ensuring compliance with state regulations and internal policies. The OAL Office Coordinator is a key leader in fostering an organized, efficient, and collaborative office environment, contributing to the overall success of the Office of Arkansas Lottery.
Class Code:
LLO27P
Job Grade:
SGS05
Special Job Requirements:
Typical Functions:
Oversee and manage the daily operations of the office, ensuring the office environment is well-organized, efficient, and productive. Coordinate office resources, including managing office supplies, equipment, and technology, to ensure the staff has the necessary tools for successful performance. Organize and maintain filing systems, ensuring that records and documents are properly archived and compliant with state and OAL regulations. Coordinate and schedule meetings, conferences, training sessions, and special events, ensuring all logistics are handled, such as location, materials, and technology requirements. Oversee day-to-day human resources activities, including employee onboarding, staff training, and performance management. Serve as a liaison between staff and leadership for addressing employee concerns or grievances, maintaining a positive and collaborative work environment. Provide guidance and advice to staff on HR policies, procedures, and best practices, ensuring compliance with state laws and regulations. Coordinate the recruitment and hiring process, including posting job vacancies, screening candidates, and scheduling interviews. Assist in conducting new employee orientations and ensure proper training on job responsibilities, office procedures, and compliance with state and OAL policies. Track employee attendance, leave requests, and absences, ensuring accurate record-keeping and adherence to leave policies. Manage procurement processes for office supplies, equipment, and services, ensuring compliance with Arkansas state procurement regulations. Coordinate with vendors to obtain quotes, negotiate pricing, and finalize contracts or purchase orders for needed products or services. Review purchase requests and verify their alignment with budgetary constraints, ensuring cost-efficiency and fiscal responsibility. Help develop, implement, and monitor office policies and procedures, ensuring they are aligned with Office of Arkansas Lottery and state government requirements. Organize and oversee office workflows, ensuring that all administrative and office tasks are completed effectively and efficiently.
Knowledge, Abilities, and Skills:
Excellent ability to organize office operations, prioritize tasks, and handle multiple responsibilities in a fast-paced environment. Exceptional verbal and written communication skills to effectively interact with employees, leadership, external vendors, and stakeholders. Strong understanding of HR policies, employee relations, performance management, and recruitment processes. Knowledge of procurement procedures, including vendor management, purchasing, and budget oversight, in compliance with state regulations. High attention to detail in managing office resources, procurement transactions, HR functions, and maintaining accurate records. Ability to handle sensitive information with discretion, maintaining confidentiality and professionalism at all times.
Minimum Qualifications:
A high school diploma or equivalent is required, plus two (2) years of experience in office management, human resources, procurement, or a related field. 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.
Required Certificates:
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.
Exempt:
N