Working Title: Principal Office & Administrative Specialist
Appointment: Prin Ofc & Admin Splst (1826), Full-time, AFSCME represented
Starting Pay: $17.03/hour
U of M Benefits: https://humanresources.umn.edu/benefits
Office Hours: 8:00 a.m. – 4:30 p.m. Monday through Friday
Office Location: Benton County Extension Office, Foley, MN
Supervisor: Lori Vicich, Regional Director
Application Deadline: August 2, 2021, initial review deadline
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 Benton County Extension with customer service to the public and office support to staff.
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:
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; Agriculture, Food and Natural Resources (AFNR) program staff; County Extension Committee; 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 Benton County Extension program materials, scanning, printing, etc. (4-H, AFNR 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 Extension Educator 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 personal computer systems; 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
30% - Provides general administrative, bookkeeping and accounting 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
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 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
Other duties as needed
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 to equal two years.
Computer 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.);
Experience with basic accounting and an understanding of financial principles, policies and procedures.
Experience with database entry and functions.
Expert-level customer service skills, including face-to-face, phone and electronic correspondence
Demonstrated ability to work successfully with diverse populations and team members.
Experience formatting, drafting, or writing routine to complex correspondence and meeting materials.
Ability and knowledge to operate general office equipment including computers, multi-function copier, printer, scanner and fax machine, calculator, telephone, postage machine, etc.
Website and social media management knowledge; knowledge of working within branding and content standards and editing information to meet standards and posting to websites and on social media platforms.
Possess creative and critical thinking skills for production of graphic design materials; creating flyers, newsletters and other written and graphic communications while following University and/or county guidelines.
Must have reliable internet if/when working outside of assigned office location.
Must be able to work regularly at a dedicated/assigned Extension office.
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
Familiarity with Extension programs including 4-H; Agriculture, Food and Natural Resources (AFNR); Master Gardeners; etc.
Excellent written and oral communication skills
Typing speed of 50 wpm.
Ability to work and communicate effectively with all types of people
Team player with excellent interpersonal skills and flexibility;
Possess the ability and willingness to create a pleasant work environment which promotes creativity, positive energy, outstanding work ethic.
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, and filing systems skills
Ability to manage time and take initiative and to work independently in performing routine tasks
Experience working with and abiding by financial policies and procedures
Experience solving and troubleshooting technical application problems with experience in formatting, drafting or writing routine to complex correspondence and preparing meeting materials
Experience setting up meetings and small events
Internal Number: 341908
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.