Working Title: Principal Office & Administrative Specialist
University Job Code: 1826, Prin Ofc & Admin Splst
Appointment: 60%-time (.6 FTE 24 hours/per week) AFSMCE Union Represented
Office Hours: To be determined
Office Location: Carlton County Extension Office, Carlton, MN
Supervisor: D. Craig Taylor, Regional Director, East Central
Salary: $17.03 per hour starting rate
Application Deadline: July 8, 2021
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 Carlton County Extension with customer service to the public and office support to staff in a professional service setting.
The person in this position provides day-to-day operations of the office 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.
Performs general administrative duties. (30%)
Point of contact for the Carlton County Extension office to include: answering the telephone, greeting customers and directing calls or visitors to the appropriate parties, taking messages and responding to requests, as well as typing letters, agendas, minutes, and correspondence as required;
Oversees office operations and procedures by ensuring that adequate office supplies and equipment are available and works with 4-H local Educator, AFNR local Educator, ag technician, Regional Director, and other staff on office administration related activities;
Assist with creating flyers, brochures, informational letters, and registration forms for all Carlton County Extension programs;
Assists with typing and sending news releases and other program-related correspondence to the media and target audiences;
Responsible for the County Extension publications inventory;
Monitors, researches, and makes recommendations for purchases by the Extension Office;
Responsible for the Carlton County Extension web page, keeping all information accurate and current;
Responsible for helping consumers access Extension publications and information; especially related to horticulture, agriculture and family and consumer science.
Creates invoices, reports, billings and/or financial statements for the department.
Maintains schedule for office meeting rooms and public access to technology
Enters data into computer; prepares month-end closing entries; prepares departmental portion of financial statement; provides information to appropriate authorities for release of information.
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.
Maintains and operates office equipment (copy machine, postage meter, etc)
Ensure Extension is adhering to county policies.
Prepares mailings and agendas for the County Extension Committee, in conjunction with the Extension Regional Director..
Point of contact for Carlton County Extension Programs. (60%)
Arranges meeting locations and handles registration for county programs – collects registrations;
Provides technical office support and assistance
Assist with preparation of promotional and teaching materials and resources
Processes and manages many aspects of databases;
Works with county and regional staff on implementation and program reporting;
Responsible for livestock ID form collection and dating;
Assists in preparations for, and organization of, the Carlton County Fair;
Support 4-H enrollment by answering questions and following up on missing information;
Organizes, orders and tracks all 4-H awards for County Fair and Recognition Banquet;
Assists individual 4-H clubs as needed, especially regarding 4-H Stewardship compliance;
Accounting activities related to 4-H Federation funds: invoicing, receipting, and pulling reports:
Provide new 4-H family support in navigating systems, programs, and opportunities.
Performs other duties as assigned. (10%)
Work is performed within the office located in the Carlton County Extension Office in Carlton, MN. Duties include being able to use computers, printers, calculators, telephones, copiers, scanners, fax, and general office equipment. The position has good working conditions in general, but is a diversified job requiring sustained mental effort related to organizational issues and planning. There are frequent interruptions during the work day. The position requires a high level of attention to work detail and deadlines; especially during the fair season.
HS graduate/GED plus two (2) years progressively more responsible office and administrative experience. Some post high school education/training may be substituted for experience.
Experience with personal computer systems including trouble shooting.
Experience with MS Office Suite, and Google Suite
Experience with basic accounting and an understanding of financial principles, policies and procedures.
Experience with database entry and functions.
Experience in providing customer service for face-to-face and telephone communications.
Experience formatting, drafting, or writing routine to complex correspondence and meeting materials.
Must have reliable internet if/when working outside of assigned office location.
Must be able to work regularly at a dedicated/assigned Extension office.
Excellent written and oral communication skills.
Experience supporting more than one professional at a time.
Team player with excellent interpersonal skills,
Ability to work with diverse populations.
Understanding of basic network concepts and functionality within the MS Windows operating system.
Advanced skills with Microsoft Suite and Google Suite
Ability to set up virtual meetings
Quickbooks program experience
Excellent organization and prioritization of multiple tasks and filing systems skills.
Excellent troubleshooting and problem solving skills.
Ability to make decisions in a timely manner.
Ability to access and integrate information from a variety of sources.
Professional demeanor for representing the University.
Knowledge, Abilities and Skills:
Ability to understand written and oral directions and instructions.
Ability to perform manual tasks requiring coordination, dexterity, and strength adequate to lift and move objects of bulk and weight up to 30 pounds.
Ability to work effectively with all types of people.
Ability to organize work tasks and work independently in performing routine tasks.
Working ability to perform tasks involving prolonged sitting, standing, bending, twisting.
Ability and knowledge to operate general office equipment.
Internal Number: 341148
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.
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