WVU Hampshire County Extension Secretary - Division Land-Grant Engagement

Overview

Job Description - WVU Hampshire County Extension Secretary - Division for Land-Grant Engagement (28653)

WVU Hampshire County Extension Secretary - Division for Land-Grant Engagement 28653

Description

The Division for Land-Grant Engagement at West Virginia University WVU Extension—Hampshire County is currently accepting applications for a WVU Hampshire County Extension Secretary.

The Hampshire County Secretary is an employee (purposes of salary and benefits only) of West Virginia University and works and is supervised by WVU Extension—Hampshire County. This position works as a member of the WVU Hampshire County Extension Service with responsibilities for office support of the 4-H and Youth Development programs, Families and Community Development programs, and Agriculture and Natural Resources programs, as well as general office support.

This employee is supervised by and reports directly to the County Program Coordinator. This is a full-time position working 8am-4pm which may require occasional flexibility with evening or weekend work.

Under the supervision, direction, guidance and evaluation of the County Program Coordinator, the WVU Secretary will assume the following responsibilities.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 18 sick days per year (for illness, caring for sick family, medical appointments)
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks
• Wellness programs

Administrative Support

• Serves as first contact with the public by telephone or office visits; represents and upholds the principles of WVU Extension.
• Greets visitors, determines the nature of visits, and directs visitors to the appropriate staff member.
• Answer telephone, screen calls, and communicate messages to staff members.
• Perform clerical tasks requiring independent action and decision making.
• Compose letters, reports, charts, graphs, manuscripts, forms, and memorandums from rough draft to final form using word processing software.
• Proofread all typed material and correct errors.
• Sort and open general office mail; bring relevant items to the County Program Coordinators.
• Typing/word processing and establishment/maintenance of files and records.
• Schedule meetings and appointments; prepare or edit agendas and make arrangements for locations. Confirm and notify participants of date, location, and purpose of events.
• Prepare minutes of meetings and distribute to appropriate people, including staff and Extension Service Committee meetings.
• Co-edit major local program publications; correct grammar, spelling, format, etc. for outgoing documents; prepare copies as directed.
• Prepare and package outgoing correspondence; serve as office contact for UPS and Fed Ex mailing.
• Daily pick up of postal mail and deposit outgoing mail appropriately.
• Correspond with Maintenance Department for maintenance requests.
• Maintain inventory of office supplies and advise the county program coordinator when supplies are needed.
• Enter data into computer following a specific format.
• Serve as technology liaison between Hampshire County and WVU Office of Technology (OT); assist with reference, support materials, and software updates. Maintain library of computer resources and updates; coordinate technical support between technicians and co-workers.
• Assist with maintenance of web page and social media pages.
• Serve as back-up administrator to the ZSuite Database (or subsequent 4-H Database).
• Data entry of evaluation results.
• Maintain communication between the office and funding bodies; frequent calls and/or visits.
• Prepare travel expense for agents and obtain approval prior to submission.
• Process invoices for approval and ensure monthly balance.
• Complete applications for EIN numbers for new county clubs.
• Prepare and submit county monthly financial reports as required by funding bodies.
• Review and sign off on monthly bank statements from all affiliated programs.
• Maintain reports showing cash flow for county budgets.
• Invoice and purchase office supplies; oversee maintenance of office machines and equipment.
• Secure funding for postage machine via WVU Extension.

• Serve as a team member by participating in extension service committee meetings, office staff meetings, filing proper reports, and offering suggestions for program improvement.
• Stay compliant with University vetting processes, policies and best practices related to recruitment, management, and training of volunteers and leaders.
• Ensure compliance with civil rights and affirmative action policies; reach underserved and underrepresented audiences.
• Foster effective communications and develop partnerships with Extension faculty/staff, county officials, and local schools.
• Collaborate with supervisor to provide leadership and engage stakeholders through community groups and organizations.
• Provide support for 4-H, CEO, or…