University of Minnesota Extension – Mower County Extension Office Principal Office & Administrative Specialist Position Description
Working Title: Principal Office & Administrative Specialist University Job Code: 1826 Pay: $15.69, or more, depending on qualifications U of M Benefits: https://humanresources.umn.edu/benefits Appointment: 100% time (40 hours/week); Union Represented Office Hours: 8:00 a.m. – 4:30 p.m. Monday through Friday Office Location: Mower County Extension Office, Austin, MN Application Deadline: Review of the application will begin December 14, 2018; open until filled Supervisor: Lisa Dierks, Regional Director
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 Mower County Extension with customer service to the public and office support to staff.
DESCRIPTION: This person serves as a receptionist and performs general office duties that are assigned by Extension staff. Duties include, but are not limited to, providing customer service, 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, fielding inquiries about services; assisting with office purchases, maintaining departmental electronic recordkeeping systems and managing databases; maintaining confidentiality of data; maintaining departmental listservs and websites.
DUTIES AND RESPONSIBILITIES: Other duties may be required and assigned.
60%-Provide general office and program Support * Serves as initial point of contact for the office; receives, 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 * Provide support to Extension, 4-H and SNAP Ed program staff and regional director and Master Gardeners * Perform 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, prepare and provides reports regarding programs and participation; directs calls, waits on customers, provides resource & referral; manages and updates content on the County Extension webpage; creates, manages and maintains participant database, electronic and paper files; operate and maintain general office equipment. * Works as a positive and productive member of the Extension staff team * Maintains program data with up-to-date information, as appropriate * Responds to incoming requests for Mower County Extension program materials, scanning, printing, etc. (4-H, SNAP-Ed and Master Gardener programs) * Maintains 4-H databases, 4-H Online with enrollment and data entry * Updates Fair Entry, which includes monitoring Animal IDs; editing and printing annual 4-H premium book, processing all Fair Entry work (signing up exhibitors, printing judges call sheets, exhibitor cards, premium checks) and fair registrations * Assists County 4-H Program Coordinator with county fair preparation, coordination of county fair judges and ordering all supplies (ribbons, stickers, promotional items, etc.) * Supports 4-H Program volunteers and members with enrollment, event registration, promotion materials, and communication via email and webpage * Assists individual 4-H clubs as needed, especially regarding 4-H Stewardship compliance * Maintains the personal computer system; evaluates and troubleshoots computer software and hardware issues and consults with Information Technology, as appropriate * Creates and updates departmental website, social media sites and listservs * Orders, maintains and manages office supplies for the department * Prepares and weighs outgoing mail; receives and distributes incoming mail * Maintains schedule for office meeting rooms * Maintains confidentiality of data
20%-Provides general administrative support * 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 for resource and referral
10%-Performs bookkeeping/accounting responsibilites * Enters data into computer; provides information to appropriate authorities for the release of information * Reviews and receives various financial reports and documents related to the operation of the department including timesheets, invoices, claim forms, inventory reports, annual reports, newsletters, item record accounts, and vouchers * Creates invoices, reports, billings and/or financial statements for the department * Manages and reconciles receipt of funds related to the department (i.e. reimbursements, plat book sales, etc.)
10%-Performs other Dduties as assigned * Stays current and maintains up-to-date information on policy and regulation changes as they occur * Participates in professional staff development and conferences
Required Qualifications: * High School Diploma/GED and two years post-secondary education in administrative course work OR two years of related clerical, office and administrative experience OR equivalent combination of education AND work experience in administrative support course work/office setting.
* 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 (Publisher, Word, Google Suite, calendaring, email, etc.); printers, multi-function copy machine, typewriter, telephone & headset, calculator, scanner, LCD projector, camera, video camera, label maker, shredder, electric stapler, receipt printer, laminator * Experience with general bookkeeping and customer service practices * Website and social media management knowledge * Accuracy with data entry and maintenance of databases * Possess creative and critical thinking skills for production of graphic design materials * Typing speed of 50 wpm.
Preferred Qualifications: * Excellent written and oral communication skills * Ability to work and communicate effectively with all types of people * Expert-level customer service skills, including face-to-face, phone and electronic correspondence * Team player with excellent interpersonal skills and flexibility; enjoys helping people * Possess the ability and willingness to adapt to a pleasant work environment which promotes creativity, positive energy, outstanding work ethic, and enjoys work * Skilled at working with details, prioritizing work, managing work flow while dealing with unexpected interruptions and meeting deadlines * Demonstrated troubleshooting, problem-solving and decision making skills * Excellent organization, prioritization, multiple task, creativity and filing systems skills * Ability to manage time and take initiative by organizing and prioritizing work assignments/tasks with attention to detail and to work independently in performing routine tasks * Knowledge and understanding of financial policies and procedures * Experience with spreadsheets * Experience solving and troubleshooting technical application problems with experience in formatting, drafting or writing routine to complex correspondence and preparing meeting materials * Understanding of basic computer applications, network concepts, applications, and functionality within the Microsoft Windows operating system * Experience setting up meetings and small events * Ability and knowledge to operate general office equipment including computers, multi-function copier, printer, scanner and fax machine, calculator, telephone, postage machine, etc. * 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
Internal Number: 327614
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.