Working Title: Administrative Assistant, Hubbard County

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

Estimated Salary $21.69/hour - $24/hour , depending on qualifications

Appointment: Part-time, 20 hours a week, additional full-time hours required in July

Office Hours: In person/In office work; Hours will be between 8 a.m. to 5 p.m. Monday-Friday, work hours to be determined with supervisor upon hire.

Office Location: Hubbard County Extension Office, Park Rapids, MN

Application Deadline: February 9, 2025

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, Northwest 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.

Essential Duties and Responsibilities

Program Support (85%)

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

Office and the General Administration (15%)

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 training, 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.

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 experience.

Excellent written and verbal communication 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 applications

Additional Requirements:

Valid driver's license and access to vehicle with required insurance as some travel will be required including driving regularly on short errands or intermittently to meetings.

Must be able to work regularly at a dedicated/assigned Extension office. This is not remote position.

Must have reliable internet if/when working outside of assigned office location.

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 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.

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