Senior Administrative Assistant - Ag Extension

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Performs administrative support for the County Extension Services office; performs related work as required.

This is an administrative support position with the principal function to provide administrative support to the County Extension Services office in areas such as answering phones, assisting the public, filing, typing, monitoring budget and calendar, preparing for and recording meetings, researching documents, and performing accounts payable/receivable. Duties may include typing and preparing correspondence and documents using various software applications; composing responses, maintaining files, records and documents, keeping clerical records, logs, ledgers, etc.

and working within department specific processes and procedures. The work is performed under the supervision of the County Extension Educator/Chairman. The principal duties of this class are performed in a general office environment or at special events. Some travel may be required to attend training classes and prepare/set-up classroom, activities or other training facilities at various locations.

• Receives and processes incoming phone calls, greets the public, assists and provides referrals to other departments or staff as needed and explains the activities and services of the Extension office.
• Performs bookkeeping duties to receive and disperse funds and to maintain account records.
• Knows all aspects of record keeping in an appropriate computer program or application.
• Is efficient in advanced Excel spreadsheets for University of Idaho data reporting of Bannock County contributions and the Standardized Extension Agreement.
• Processes accounts payable and receivable.
• Balances monthly budgets and deposits funds.
• Assists in preparation and monitoring of the budget, including working with special grants and contracts, fair budgets and other budget items.
• Performs administrative support duties for Family and Consumer Sciences, Horticulture/Master Gardener program including secretarial support, website management, and publication of the quarterly newsletter.
• Updates and reports all documentation of budgets to the University of Idaho District IV Director and the University of Idaho CALS Administrative Services.
• Provides data entry services, faxing, typing, and filing.
• Creates, transcribes, types and proofs files, memos, letters and documents.
• Schedules appointments as required.
• Prepares classroom materials and sets up room or location facilities.
• Creates and maintains County files, records and documents including projects and programs.
• Operates standard and specialized office equipment such as computer, copier, fax machine, and related equipment.
• Picks up, sorts, and routes mail to appropriate parties.
• Manages office supply purchasing and repair of office equipment.
• Uses computer to research documents, obtain information or enter data.
• Ensures compliance with the University of Idaho policy on non-discrimination stated in the University of Idaho Faculty Staff Handbook, Section 3050.
• Performs all work duties and activities in accordance with County policies, procedures and safety practices.
• Performs all work duties and activities in accordance with the University of Idaho County Operations Handbook Fifth Edition, 2018.
• Keeps all affirmative action paperwork up to date and filed for Civil Rights Audit.

• Assists Department personnel when necessary.
• Performs other related duties as required.

Knowledge of:

• Policies, procedures and activities of the Extension Services office.
• Operation of standard and specialized office equipment.
• Operation of a personal computer and job-related software.
• Basic bookkeeping practices.
• English grammar, spelling, punctuation and composition.
• Customer service practices and procedures including good phone etiquette.
• County government administrative practices and procedures.
• Current office practices and procedures.

Ability to:

• Perform basic mathematical computations.
• Perform basic bookkeeping functions.
• Work with the University of Idaho Computer Services in all aspects of webpage changes for Horticulture, Master Gardener and Family Consumer Sciences and 4-H.
• Maintain compliance with Webpage Administrators; keep information up to date and contact with any questions.
• Work independently and make appropriate decisions when supervision is not readily available.
• Maintain important records efficiently and accurately and prepare…