University of Minnesota Extension – Brown County Extension Office Principal Office & Administrative Specialist
Working Title: Principal Office & Administrative Specialist University Job Code: 1826 Pay: $15.69/hr or more, depending on qualifications Appointment: 40% time (16 hours/week); Non-benefited, Union Represented Office Hours: TBD Office Location: Brown County Extension Office, Sleepy Eye, MN Supervisor: Kia Harries, Regional Director, South Application Deadline: Review of the application will begin November 28, 2018; position will remain open until filled
PURPOSE OF POSITION: The Principal Office & Administrative Specialist position is part of an Extension office staff team who are vital to Extension’s outreach mission in connecting local needs with University resources. This position provides general office clerical, accounting and administrative support to Brown County Extension with customer service to the public and office support to staff in a professional service setting.
DESCRIPTION: The person in this position serves as a receptionist and performs general office duties as assigned by University of Minnesota Extension staff. Duties include, but are not limited to entering detailed program and financial data; maintaining detailed technical office records, providing computer word processing, data, record, and file management; preparing reports; answering the telephone; typing correspondence; receiving calls, emails and in-person requests; problem-solving to provide assistance or resource & referral by responding to public inquires or requests to the department. The position helps ensure smooth operations of the department; fields inquiries about services; assists with office purchases, maintains departmental electronic recordkeeping systems and database management; maintains confidentiality of data; maintains departmental list serves and websites. In the absence of other supervisory personnel, oversees the technical areas of the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
60%-General Office * Serves as initial point of contact for the office; greets and responds to requests of the general public, visitors, program participants, volunteers or clients; receives calls and refers to appropriate staff member; maintains schedule for staff; and takes and distributes messages to appropriate parties. * Provides clerical and technical office support to Extension 4-H program staff and regional director, as assigned. * Maintains the personal computer system; evaluates and troubleshoots computer software and hardware issues and consults with Information Technology, as appropriate. * Performs a wide variety of clerical office administrative duties, including create, modify, edit and format of electronic documents, brochures, program fliers, posters and correspondence, word processing/typing letters and documents, prepares and provides requested reports regarding programs and participation; directing calls, operating multi-function printer/scanner/copier/facsimile machine, waiting on customers, providing resource & referral; manages content on the County Extension webpage; and create, manages and maintains participant database, electronic and paper files. * Reviews and receives various reports and documents related to the operation of a particular department, including time sheets, invoices, claim forms, inventory reports, annual reports, newsletters, item record accounts, and vouchers. * Orders, maintains and manages office supplies for the department. * Prepares and weighs outgoing mail; receives and distributes incoming mail. * Works as a positive and productive member of the Extension staff team. * Maintains schedule for office meeting rooms and public access to technology.
10%-Bookkeeping/Accounting * Enters data into computer; prepares month-end closing entries; prepares departmental portion of financial statement; provides information to appropriate authorities for release of information. * Creates invoices, reports, billings and/or financial statements for the department.
20%-General Administrative * Assists, interprets and explains department policies, regulations, and operating procedures to employees, the public, and representatives of various private firms and governmental agencies. * Collects and retrieves data related to specific public requests. * Assumes delegated responsibility for administrative functions in the absence of the department head.
10%-Other Duties as Assigned * Stays current and maintains up-to-date information on policy and regulation changes as they occur. * Participates in staff development and conferences.
Required Qualifications: High School Diploma/GED and two years of related clerical, office and administrative experience. Training/education may be substituted for some of the years of experience. Computer training or experience to include electronic mail systems and demonstrated proficiency gained from experience working with word processing, spreadsheets and database software with Microsoft Office applications and other specialized software.
Preferred Qualifications: * Ability to understand written and oral directions or instructions. * Ability to work and communicate effectively with all types of people. * Demonstrated problem-solving and decision making skills. * Ability to manage time by organizing and prioritizing work assignments/tasks with attention to detail and to work independently in performing routine tasks. * Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion of up to thirty pounds of force, frequent repetitive motions; occasional walking. * Ability and knowledge to operate general office equipment including computers, printers, calculators, telephones, postage machines, copiers, and fax machines.
Internal Number: 327492
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.