Administrative Assistant

General Summary

This position will perform a variety of secretarial and administrative work duties for the Extension Office and Educators. Responsibilities include routine bookkeeping, collecting and managing money for accounts payable and receivable, serving as the primary contact for telephone calls and visitors, disseminating information to the community on programming, receiving and distributing mail, providing administrative support for volunteers, maintaining and filing records, verifying accuracy of information, and performing other administrative tasks as assigned.

The role also involves assisting in the development of documents and record‑keeping systems for the collection, dissemination, and maintenance of program or department information, managing online sites and data collection, and may require weekend or night work. A background check is required and the employee applies and interprets department/county policies. This position primarily supports the 4‑H program.

Assignments are generally limited in scope, contain routine tasks, and are performed within a procedural framework established by a higher‑level employee. As experience is acquired, the employee performs with less immediate supervision. The employee assists, receives, and disperses information to staff, customers, and the public, and provides high‑quality customer service. General office duties, general administrative tasks, and clerical duties are performed, including preparing, processing, and filing reports, and coordinating and planning events.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this role. Employees may be requested to perform job‑related tasks other than those specifically presented in this description.

• Receives and screens calls and visitors and responds to inquiries or complaints within scope of judgement.
• Types, proofreads, and processes a variety of routine and non‑routine documents including general correspondence, agendas, reports, newsletters, and memoranda.
• Orders, receives, inventories, stores, and distributes supplies; contacts vendors and suppliers as needed; maintains related records.
• Initiates and maintains a variety of files and records for information related to the assigned office; ensures proper filing of documents in departmental or central files; maintains and updates resource materials.
• Coordinates the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others.
• Schedules meetings and arranges for room set up; arranges for necessary materials to be available at meetings; prepares agendas and packets for meetings; takes and transcribes minutes.
• Plans, organizes, and carries out administrative assignments; compiles and organizes information and data from various sources on a variety of specialized topics related to programs in the assigned area.
• Participates and assists in the administration of the assigned office; organizes and facilitates activities of the assigned office; recommends procedural changes affecting support activities.
• Performs duties as required.

Required

Education and Experience:

• High school diploma (or GED equivalent)
• One (1) to two (2) years of experience in an office environment, principles and practices used in dealing with the public; communicate clearly and concisely, both orally and in writing; experience with Microsoft Office and bookkeeping.
• Familiarity with line item accounting is preferred.
• Basic secretarial and administrative support techniques; excellent organizational skills.
• Understand and follow oral and written instructions.
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities.

• English grammar, spelling, punctuation
• Principles and practices of basic bookkeeping
• Modern office procedures, methods, and computer equipment
• Principles and practices of basic recordkeeping
• Department programs and procedures
• Admini…