Administrative Specialist - Extension

Job Summary

Performs responsible and varied administrative, customer service, financial, and technical work to support Scott County University of Minnesota Extension programs and staff. Considerable knowledge of program policies and functions is required while exercising independent judgement. Professionally represents Scott County and University of Minnesota Extension and accurately responds to inquiries from the general public, staff, leadership officials, and other county organizations regarding program related services. Makes appropriate referrals to other county organizations."

Job Description

ESSENTIAL DUTIES

• Answers incoming phone calls and welcomes in-person visitors. Answers Extension program and county service-related questions. Elevates inquires to appropriate staff or organizations when required.
• Provides administrative, technical, and financial support to University of Minnesota Extension staff and programs.
• Supports Scott County Extension Committee with meeting and material preparation, records and files minutes, and processes per diem payments.
• Promotes Scott County Extension and programs by creating, designing, and distributing brochures and promotional materials; maintains Scott County Extension Website, adding, editing, maintaining, and updating events and articles.
• Processes pertinent information of incoming documents, forms, and other materials. Files material appropriately, both physical and electronic formats, and maintains appropriate confidentiality. Updates office information (i.e. emergency information, employee relations notices).
• Coordinates with Scott County Extension and Scott County Agricultural Society to create and distribute promotional material for Kid’s Day at the Scott County Fair; provides extensive support for 4-H at annual Scott County Fair including, but not limited to material preparation, judge’s communication and payments, livestock auction coordination and finances, event logistics, meals, youth entries, premiums, trophies, ribbons and awards, and 4-H food stand
• Receives money, codes invoices, reconciles procurement card statements, and processes cash receipts. Accurately processes transfer of funds between Scott County and Extension. Prepares income summaries.
• Communicates Extension Building facility and IT issues to appropriate parties to guard county interests. Troubleshoots office equipment problems and service needs. Recommends and coordinates new purchases and replacements.
• Schedules use of Extension Conference Room and sets up tables, seating and A/V equipment as needed.
• Provides office support services such as filing, copying, coordinating mailing, maintaining and ordering office supplies, etc.
• Opens, sorts, distributes, and sends out mail.
• Coordinates on-boarding/off-boarding and general training of staff.
• Provides back-up coverage to other county departments, work units, or front desks.
• Attends occasional evening meetings as required (i.e., Extension Committee, Animal Science PDC, etc.). Takes meeting and informational notes for meetings as required or assigned.
• Gathers, proof-reads, and submits Extension article submissions for Scott County Scene.
• Uses various information systems (Office 365, SharePoint, Google) as well as extension specific software (4-H Online, FairEntry) to complete and tasks professionally and accurately. Provides technical assistance to staff.
• Supporting program events by securing space, preparing materials, and providing food/beverages as requested.
• Maintains appropriate storage and destruction of county and extension records per established record retention schedules. Maintains updated inventory report.
• Works the hours and/or shifts assigned and begins and ends work on time.
• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires equivalency of high school graduation and two years of responsible clerical work. A reliable form of transportation for the performance of work responsibilities is required.

SUPERVISORY CONTROLS

The employee is under general supervision from the Business Operations Manager and receives work assignments and direction in the form of verbal or written instructions. Work is typically performed according to established procedures. Employee uses judgment in setting priorities, work sequences, and choice of procedures to follow.  Work is checked through periodic reports and conferences.

CORE COMPETENCIES AND ABILITIES

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of policies, practices, and services of the organization. 

Knowledge of proper English spelling, punctuation, and grammar.

Knowledge of basic bookkeeping practices. 

Knowledge of software programs to include, but not limited to, MS Word, MS Excel, MS Power Point, MS Publisher, MS SharePoint, and MS Outlook.

Abilities – Ability to apply basic research and personal computer skills in the preparation of reports; and the ability to review and correct written and numerical reports, accounts, forms, and other documents. 

Ability to work independently without close supervision and make routine decisions. 

Ability to effectively use statistical software packages in the performance of duties.

Ability to type accurately from clear copy, rough draft, or voice recordings; ability to compose correspondence; ability to understand and follow complex oral and written instructions. 

Ability to use MS Office software for the performance of essential duties. 

Ability to use appropriate discretion in dealing with matters of a confidential nature. 

Ability to operate office equipment related to the job. 

Ability to make decisions concerning choice of procedures to follow. 

Ability to maintain moderately complex clerical records and prepare reports from such records. 

Ability to maintain working relationships with employees and the public. 

Ability to make moderately complex mathematical computations rapidly and accurately. 

Ability to understand and follow moderately complex oral and written instructions; ability to work without close supervision. 

Ability to work as a team member with all Administration staff and County Commissioners.

Ability to maintain accurate and organized records.

Ability to prioritize and manage time accordingly.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. 

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.