Job description

Administrative Assistant, Cass County

Job ID 352304
Job Code 1826
Employee Class AFSCME Unit 6 - Clerical

About the Job

Working Title: Administrative Assistant, Cass County Extension Office

Starting Pay: $17.29/hour, or higher, depending on qualifications

Appointment: 20 hours a week, additional hours during May and June; University benefits; AFSCME represented; Principal Office & Admin Specialist (1826 job code)

Office Hours: To be determined within hours 8 a.m.- 4:30 p.m. Monday-Friday In person

Office Location: Cass County Extension Office, Pine River, MN

Application Deadline: November 16, 2022

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 resources. This position will report to the Regional Director.

The person in this position serves an important role as the first point of contact for customers, visitors and community members and performs general office duties as assigned. Duties include but are not limited to: providing customer service by telephone, email and in-person; problem-solving and responding to public inquiries or requests by providing resources and referrals; typing correspondence; entering detailed program and financial data; providing computer word processing, data, record and file management; preparing reports; assisting with office purchases; maintaining departmental listservs, social media and websites; and maintaining confidentiality. This position provides primary support to the local 4-H program.

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 Office Duties and Responsibilities

• Point of contact for the county Extension office; receives, greets and responds to requests; provides resources and referrals to guests and distributes requests/messages to correct parties.
• Provides clerical and technical office support to county Extension programs and staff.
• Creates and modifies electronic documents, brochures, program fliers, posters, reports and correspondence. Prints, scans and files materials.
• Assists in communicating Extension programs through website updates, social media, listservs, and print and radio media.
• Provides direct support for the county 4-H program: a) Supports 4-H program volunteers and members with enrollment, event registration and promotion materials, b) Maintains 4-H databases and generates reports, c) Animal ID process, d) 4-H premium book, e) Preparing material for county fair judges, f) Orders and organizes supplies (ribbons, stickers, promotional items, etc.) g) Auction, award ceremonies, and other special events.
• Provides support to the county Extension committee.
• Administers Extension Office accounting activities including deposits, accounts payable and processing invoices and vouchers for payment and reviews financial statements monthly.
• Operates and maintains general office equipment and consults with IT as appropriate.
• Orders, maintains, and manages office supplies and publications for the department.
• Maintains schedule for office meeting rooms.
• Helps to ensure Extension is adhering to applicable county and University policies.
• Participates in trainings, professional staff development and conferences.
• Maintains confidentiality.
• Completes other duties as delegated or assigned.

Qualifications
Required Qualifications

• 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 2 years.
• Strong customer service skills.
• Proficient with email, calendaring, word processing, spreadsheets and database software.
• Proficient with standard office equipment.

Additional Requirements

• Valid driver’s license and access to vehicle with required insurance as some travel will be required.
• Must have reliable internet if/when working outside of assigned office locations
• Ability to sit for prolonged periods of time working on computer with frequent keyboarding
• Ability to lift, carry, push, pull up to 50 pounds occasionally
• Ability to stand, bend, twist while carrying items
• Occasional attendance at evening or weekend meetings/events
• Ability to work different and more hours around county fair time
• Must be able to work regularly at a dedicated/assigned Extension Office
• Must be able to submit proof of being fully vaccinated against COVID-19 or submit a completed religious/medical exemption and agree to comply with the University’s testing requirement.

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 equity, diversity, and inclusion; and proven ability to work with diverse populations.
• Demonstrate troubleshooting, problem-solving and decision-making skills.
• Ability to work independently.
• Experience with Office and Google Suites, and QuickBooks
• Experience with website and social media.
• Knowledge and understanding of financial policies and procedures.

About the Department
ABOUT EXTENSION
University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in
Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension’s programming and employee engagement https://extension.umn.edu/

How To Apply
Follow this link to apply online:
https://extension.umn.edu/about-extension/careers#administration-and-support-153960

Your application will need to include:

1. Cover letter
2. Resume- Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.
Names and contact information for three related professional references will be required of those invited for interviews.
Additional documents may be attached after the application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section. See full instructions, https://humanresources.umn.edu/find-job/using-job-app-system.
To request an accommodation during the application process, please call (612) 624-UOHR (8647).
For questions about this position contact:
Susanne Hinrichs, Regional Director, 218-828-2286.
For questions about applying online, contact:
Tiffany McMillan, Extension Human Resources, 612-624-9236.

Diversity
The University of Minnesota and Extension recognize and value the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.

Employment Requirements
Any offer of employment is contingent upon the successful completion of a background check.
Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

Please note: All employees at the University of Minnesota are required to comply with the
University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax

Job Type: Part-time

Pay: From $17.29 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• Monday to Friday

COVID-19 considerations:
Requires proof of being fully vaccinated or a request for an exemption. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax.

Work Location: One location

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