Office Hours: 10:00 a.m. – 5:00 p.m. Monday - Friday with 1 hour break for lunch
Office Location: Olmsted County Extension Office, Rochester, MN
Supervisor: Lisa Dierks Regional Director
Application Deadline: January 25, 2019; open until filled
ABOUT THIS 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 Olmsted County Extension with customer service to the public and office support to staff in a professional service setting.
The person in this position serves as a receptionist and performs general office duties that are assigned by University of Minnesota 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; fields inquiries about services; assists with office purchases, maintains departmental electronic recordkeeping systems and database management; maintains confidentiality of data; maintains departmental list servs and websites. In the absence of other supervisory personnel, oversees technical areas of the department.
60% - 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
Provides clerical and technical office support to County Office Extension staff and volunteers including but not limited to 4-H, SNAP Ed, Regional Director and Master Gardeners
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, waiting on customers, providing resource & referral; manages and updates content on the County Extension webpage; create, manage and maintain 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 all incoming requests for Olmsted 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% - 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 for resource and referral
10% - Bookkeeping/Accounting
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% - Other Duties 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
Completes other duties as delegated or assigned
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
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
Accuracy with data entry and maintenance of databases
Possess creative and critical thinking skills for production of graphic design materials
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
Intermediate-level 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: 328342
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.