Staff Assistant II

Overview

Performs a variety of routine and specialized clerical work requiring skills in verbal and written communication, public relations, and organization. The position requires being a part of an office team that strives to accomplish the mission of USU Extension, which is to provide applied research-based information to the public.

• Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing, appointment scheduling, and other general duties as assigned. Most of this work will be during business hours, however some evenings and weekend work may be required.
• Provides administrative support, including scheduling appointments, coordinating meetings/conferences, sending newsletters and other email correspondence on behalf of horticulture, including the Ogden Botanical Gardens, and agriculture related programs.
• Greets visitors, handles their inquiries, and directs them to the appropriate persons according to their needs.
• Sorts, screens, and distributes incoming and outgoing mail.
• Composes and word-processes various standard documents, correspondence and reports as well as taking minutes at meetings as requested.
• Uses software programs such as word processing and spreadsheet software, Canva software to create fliers, receives and processes enrollments and memberships; establishes and maintains an office filing system; enters and retrieves data relating to mailing lists, labels, and reporting data; maintains records, files, indexes, data bases, etc.
• May provide non-business related support for departmental programs and projects.
• Compiles research data, and prepares papers for consideration and presentation.
• Reports maintenance needs of office equipment or other building needs.
• Performs miscellaneous job-related duties as assigned:
  • Maintain budget spreadsheets and reconcile monthly with University reports.
  • Assist with purchasing supplies for programming, when needed.
  • Fill out and submit USU forms and documentation as required for financial responsibilities, travel and other forms as needed.
  • Assist with travel authorization and reimbursement, as needed.
  • Responsible for proper cash handling, ensuring deposits into proper checking accounts within a timely manner, and managing payments/reimbursements and related expenses.
  • Organize and store receipts and other documents per policy guidelines.
• Compiles information about upcoming programs for all programs within the office for marketing purposes and distributes this information to the public through updates on county social media platforms, websites, and collaboration with county marketing resources.

Minimum Qualifications

• Two years of experience in an office setting or associate degree/vocational training is required.
• This position requires a person who is very detail oriented with strong editing and proofreading skills and requires proficiency in Word, Excel, PowerPoint, Publisher, Google Sheets and Docs, website management, social media for business purposes, and related programs.
• Working knowledge of modern office practices and procedures; interest in horticulture and agricultural programs.
• Access to reliable transportation to travel to events and complete department errands. Mileage will be reimbursed for any significant use of personal vehicle.

Knowledge, Skills, and Abilties:

• Demonstrate proficient computer skills in Microsoft Office, data management, email, social media, online storage programs, and internet. Learn to operate new office technologies as they are developed and implemented.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Excellent customer service skills.
• Ability to perform a variety of clerical work requiring some exercise of independent judgment.
• Ability to multitask and set priorities; ability to follow written and verbal instructions.
• Ability to establish and maintain effective working relationships and communications, including stressful situations, with employees, other departments and the general public.

Minimum of $38,700. Commensurate with experience

Office work with some physical requirements. Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to 10 pounds.

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual…