Administrative Assistant

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

This position is funded for 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.

This is a/an 87.5 % full-time equivalency (FTE) job. This position will work 35 hours per week. This position is eligible for benefits associated with any full-time position. The salary grade and range listed in the posting is reflective of a 100% Full-time position. Full-time equivalency job offers may fall outside of the listed range due to the assigned percentage of effort.

POSITION SPECIFICS

Penn State Extension in Washington County is hiring an Administrative Assistant (Intermediate Support). The Extension Office Administrative Assistant assists with the daily operations of the Washington County Extension Office, supporting efficient office management and administrative coordination within Washington County. This position plays a critical role in financial administration, customer service, office operations, and program support for Extension educators, staff, volunteers, and stakeholders.

The position has a strong focus on managing and processing multi-county financial operations using the local and university financial management systems, including accounts payable and receivable, purchase orders, deposits, donations processing, employee and non-employee reimbursements, internal orders, and county allocation budgets. The Administrative Assistant also serves as a financial initiator for educators and staff, supports grants and contracts administration, coordinates office operations and facility management, and provides exceptional customer service to the public and both internal and external stakeholders.

KEY RESPONSIBILITIES

Fiscal Management

• Serve as Finance Initiator and delegate for multi-county Educators, staff, and designated non-employees.
• Review and monitor unassigned P-Card charges and outstanding expense reports to ensure timely reconciliation.
• Review travel documentation, reimbursement forms, and support materials for policy compliance and accuracy.
• Prepare and process travel and non-travel expense reimbursements using SAP/Concur systems.
• Maintain documentation and records in accordance with university retention policies.
• Participate in required financial and compliance training courses.
• Manage financial accounting for local 4-H and Extension program funds using Quick Books software.
• Process accounts payable/receivable transactions, purchase orders, invoices, deposits, and fund transfers.
• Complete monthly bank reconciliations and prepare financial reports for leadership and staff.
• Support annual audits and reporting requirements, including PSCE FAIR and PDA Fair Fund reporting.
• Process donations through the Extension Development Office.
• Monitor county allocations and assist with budget tracking and adjustments.
• Manage financial operations for County Commissioner Allocations, 4-H, Master Gardener funds, grants, and county assistance accounts.
• Process purchase orders, non-PO invoices, journal entries, check requests, and fund transfers.
• Prepare financial reports and assist educators and staff with financial tracking and compliance.
• Develop and share financial management tools and training for Area 6 and statewide initiatives as needed.
• Assist educators, staff, and vendors with Payment Works supplier registration processes.
• Verify supplier registration completion within SIMBA and follow up with vendors as necessary.

General Administrative Support

• Provide front-line customer service by answering phones, greeting visitors, and responding to inquiries.
• Coordinate meetings, workshops, registrations, and special events, as needed.
• Support educators and staff with clerical, financial, and administrative tasks.
• Assist with Salesforce database management, mass communications, and event registration systems, as needed.

Office Management

• Assists with daily office operations and facility coordination.
• Ensure office security, operational readiness, and administrative coverage.
• Assist with maintenance…