Administrative Assistant

Administrative Assistant (Intermediate Support) – Position Overview

We are looking for an Administrative Assistant to support the daily operations of the Washington County Extension Office. The role focuses on financial administration, customer service, office operations, and program support for Extension educators, staff, volunteers, and stakeholders.

Fiscal Management – Serve as the finance initiator and delegate for multi‑county educators, staff, and designated non‑employees. Review and monitor unassigned P‑Card charges, expense reports, travel documentation, and reimbursement forms for policy compliance. Prepare and process travel and non‑travel expense reimbursements using SAP/Concur. Maintain accurate documentation, participate in required financial and compliance training, and manage local program funds with Quick Books.

Process accounts payable/receivable, purchase orders, invoices, deposits, and fund transfers; complete monthly bank reconciliations and financial reports. Support audits and reporting requirements (e.g., PSCE FAIR, PDA Fair Fund). Process donations, monitor county allocations, assist with budget tracking, and manage county‑wide financial operations, including grant and contract administration.

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

Office Management – Assist with daily office operations and facility coordination. Ensure office security, operational readiness, and administrative coverage. Troubleshoot IT, audiovisual, and office equipment issues.

• Minimum 2 years of administrative, office management, or financial support experience.
• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office (Teams and Outlook) and database management systems.

• Associate degree, vocational or technical training.
• Experience with financial management systems such as SAP, Concur, SIMBA, and Quick Books.
• Experience supporting events, programs, or educational organizations.

The salary range for this position is $40,608.00 – $58,836.00. Full‑time employees receive comprehensive benefits, including medical, dental, and vision coverage; retirement plans; and paid time off (holidays, vacation, and sick time). A generous 75% tuition discount is available to employees and eligible spouses and children.

Employment requires successful completion of a university‑approved background check. No sponsorship of work visas is provided.

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.