Administrative Associate III; Conrad, MT

Administrative Associate III (Conrad, Mt)

This position is based near Conrad, Mt. The area around Conrad is known as the "Golden Triangle", which is one of the most productive grain growing areas of the United States. The mission of WTARC is to support agricultural production in this area through research on pest insects and IPM strategies for their management, agronomy and precious nutrient management program and various crop varieties in development.

Position Number - 4N0816

Department - AES WTARC

Division
- College of Agriculture/MAES

Appointment Type
- Classified

Contract Term
- Fiscal Year

Semester

FLSA
- Non-Exempt

Union Affiliation - FOCUS-MFPE

FTE - 0.75

Benefits Eligible
- Eligible

Salary
- Salary commensurate with experience, education, and qualifications.

Contract Type
- Classified Hourly

Recruitment Type
- Open

General Statement
- The Administrative Associate III directly supports faculty and staff by performing various administrative; personnel, payroll and accounting duties for the Western Triangle Agriculture Research Center. Also, this position provides executive-level support to the Superintendent. The Administrative Associate III represents the WTARC and its interests to entities outside and within the university and plays an active role in the planning and administration of day-to-day operations of the front office.

The person in this position also reconciles funds, generates payment authorizations and reports, and arranges center meetings and large-scale functions. This position offers 30 flexible but predictable hours per week.

Duties and Responsibilities
- Under WTARC Superintendent's supervision, the individual in this position performs a variety of administrative support, customer service, and fiscal management duties; including:
Provides direct administrative support to Superintendent and faculty. Maintains working relationship with the Department of Research Center staff, Vice-President and Dean/Director of Ag's office staff and MSUIT and central staff Manages the day-to-day operations of the front office of the WTARC including scheduling and maintaining calendars for various office staff. Acts as the principal phone and personal contact for the WTARC and maintains and updates pertinent distribution lists.

Monitor and reconcile university and federal funds including state, designated and grant funds. Prepares invoices, payment authorizations, deposits, travel expense vouchers and other University financial forms, and monitors monthly purchasing card transactions. Prepares personnel forms including recruitment authorizations, hiring paperwork, timesheets, etc. and monitors the monthly payroll process. Schedules and coordinates meetings including document preparation, refreshments, equipment needs and recording of minutes.

Assists with annual report compilation and web-uploads for Ag producers and agri-industries. Interprets and applies MSU and State policies and procedures and helps to train and support staff. Prepares and maintains appropriate office manuals, handouts and promotional materials, compiles research data, generates reports and manuscripts and tracks incoming information. Prepares labels for seed envelopes and harvest tags and assists in seed sample preparation.

Prepares package shipments via USPS, Fed Ex and UPS. Compiles weather data and other related duties as assigned.

Required Qualifications – Experience, Education, Knowledge & Skills
- Two years of post-secondary education or an equivalent combination of relevant education and experience. Demonstrated working knowledge of accounting and budgeting principles in managing, monitoring, and reconciling financial records. Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude. Demonstrated experience in word processing, spreadsheets, database, email, and internet programs.

Demonstrated excellent verbal and written communication skills.

Preferred Qualifications – Experience, Education, Knowledge & Skills
- Demonstrated experience and proficiency in handling financial…