Administrative Assistant, Jackson County - Military Veterans

Working Title: Administrative Assistant, Jackson County

Job Classification: 1826 - Principal Office & Admin Specialist, AFSCME Clerical represented

Minimum Pay: $21.69/hour or higher, depending on qualifications

Appointment: Full-time, 100% time (40 hours/week)

University benefits: Includes University of Minnesota Benefits

Office Hours: 8 am â" 4:30 pm Monday-Friday; In person/in office work

Office Location: Jackson County Extension Office, Lakefield, MN Work is performed at office with certain approved exceptions for remote location such as events, weather, etc.

Interview Timeline: Interviews anticipated to be held Dec 13, 2024

Application Deadline: December 5, 2024

ABOUT THE JOB

This position is part of a county Extension office staff team who are vital to Extension's outreach mission in connecting local needs with University of Minnesota resources. This position provides support to the local 4-H program and all Extension programs and activities. This position provides day-to-day operations including customer service and administrative support for county Extension programs and activities. This position will report to the Regional Director, Southwest Region. The person in this position serves a vital role as the first point of contact for customers, visitors and community members and performs general office duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are typical for this position. These are not exclusive or all-inclusive. Other duties may be required and assigned.

County Program Support 80%

• Assists Extension staff in planning and developing resources and events:
  • Provides logistical support (meeting rooms, catering, registration)
  • Support evaluation efforts
• Assists in communicating Extension programs through website updates, social media, listservs, newsletters and print and radio media.
• Helps to ensure Extension is adhering to applicable county and University policies
• Provides direct and back-up support for the county 4-H program:
  • Supports 4-H program volunteers and members with enrollment, event registration, and promotion materials
  • Maintains 4-H databases and generates reports; including county fair 4-H database
  • Provides clerical, logistical and technical support for 4-H programming
  • Assists with showcase events, including:
    • Updating and publishing 4-H premium book
    • Assists with the Animal ID process
    • Provides information and coordination support at the county fair
    • Assists with enlisting and preparing material for county fair judges
    • Order and organize supplies for events and programs
    • Provides support for auctions, award ceremonies and other special events
• Provides backup and backfill assistance for similar programs

Office and General Administration â" 20%

• Operates and maintains general office equipment; consults with IT as appropriate.
• Orders, maintains and manages office supplies and publications for the department.
• Processes office mail.
• Maintains schedule for office meeting rooms.
• Participates in trainings, professional staff development and conferences.
• Point of contact for the county Extension office; receives, greets and responds to requests; provides resources and referrals to questions and distributes requests/messages to correct parties
• Provides clerical and technical office support for all Extension programs and staff
• Assists with creating and modifying electronic documents, brochures, program fliers, posters, reports and correspondence. Prints, scans and files materials.
• Provides support to the county Extension committee
• Maintains confidentiality.

WORK ENVIRONMENT

Work is typically performed in an ordinary office environment, involving prolonged sitting, standing, walking, bending or twisting. Some repetitive motions (such as from typing or data entry) will occur. Physical activity is light and intermittent such as walking through the facility or carrying files or materials. Occasional lifting of up to 50 pounds is required. This position requires a high level of attention to detail and deadlines. Duties include being able to proficiently use computers, printers, calculators, telephones, copiers, scanners, fax and general office equipment. There are frequent interruptions during the work day. Occasional attendance of evening meetings is required and will impact the work schedule. Drives regularly on short errands or intermittently to meetings. Requires extra hours during the county fair season, to include overtime.

Required Qualifications:

• High school diploma/GED and two years related clerical, office or administrative experience OR equivalent combination of related education AND work experience in administrative support course work/office setting to total two years.
• Strong customer service skills.
• Proficient with email, calendaring, word processing, spreadsheets and database software.
• Proficient with standard office equipment.
• Proficient with general bookkeeping.
• Experience with Microsoft Office Suite and Google Suite

Additional Requirements:

• Valid driver's license and access to vehicle with required insurance.
• Must have reliable internet if/when working outside of assigned office location.
• Must be able to work regularly at a dedicated/assigned Extension office.
• Ability to work on computer for prolonged periods of time
• Ability to stand, sit, bend, twist, and carry up to 50 pounds to different areas of the facility
• Ability to drive for errands and out of office meetings
• Ability to work extra hours during county fair season, to include evenings and weekends
• This position is not eligible for employment visa sponsorship

Preferred Qualifications:

• Excellent written and verbal communication skills.
• Excellent organization skills, detail-oriented, able to prioritize work, manage workflow with unexpected interruptions and meet deadlines.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Demonstrate troubleshooting, problem-solving and decision-making skills.
• Ability to work independently.
• Experience with Quickbooks or other financial management software
• Experience with website and social media.
• Knowledge and understanding of financial policies and procedures.