Administrative Assistant

ROSEBUD COUNTY

Job Description

CLASS TITLE: Administrative Assistant

Rosebud County Extension Service

DEPARTMENT: Montana State University Extension Service

ACCOUNTABLE TO: Extension Agent / Rosebud County Commissioners

SUPPORTED BY: MSU Extension Eastern Region Dept. Head

PRIMARY OBJECTIVE OF POSITION: Under general supervision, performs a wide variety of secretarial work of moderate complexity. In addition, coordinates, plans, conducts, and evaluates County 4-H and Other Youth programs as appropriate. Work varies, utilizing individual judgment within prescribed standards and procedures.

ESSENTIAL JOB FUNCTIONS:

Physical requirements include prolonged sitting, bending, stooping, and lifting up to 35#s (greater with assistance);

Traveling is required where exposure to inclement weather of heat, cold, rain, and snow may occur; Must be able to get in and out of a vehicle.

Must possess a valid Montana Operators license.

MAJOR AREAS OF ACCOUNTABILITY AND PERFORMANCE:

Types, files, types statements, correspondence, and other material;

Provides information to the public and operational personnel;

Receives telephone calls and visitors, routes incoming and outgoing mail, arranges meetings, sends meeting notices, and records minutes;

Operates photocopiers and other office machines, and computer terminal input;

Composes some correspondence, processes office and department documents and records;

MAY PERFORM SPECIFIC DEPARTMENT DUTIES THAT MAY INCLUDE:

The maintenance and balancing of a small amount of cash, collecting and accounting for fees and charges, or representing the County Extension Service;

Preparing reimbursement claims, scheduling use of facilities within established policies, preparing and sending bills and notices as required;

Outlines and helps write newsletters in cooperation with the Extension Office staff;

Organizes training programs for leaders, members, and clubs;

Initiates routine daily, weekly, monthly, or quarterly statistical operational records and prepares tabulations and summaries often from information which is generally limited;

CLASS TITLE: Administrative Assistant

Extension Service (continued)

Position requires substantial contact with the public and fellow employees, requiring tact and diplomacy; Confidentiality is essential.

Hazards and discomforts are minor and controllable.

SUPERVISION - RESPONSIBILITY FOR WORK OF OTHERS: None. However, may supervise youth and adult leaders, and 4-H and Other Youth activities.

EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS:

Graduation from high school or its equivalent supplemented with office experience and training in Extension Service procedures helpful; some college desirable;

Computer skills required;

EXAMPLE OF PERFORMANCE CRITERIA AND EXPECTATIONS:

Typing is accurate, files are maintained in an orderly and appropriate manner, and assigned duties are carried out effectively and efficiently;

Assigned funds are accounted for within defined procedures;

Establishes and maintains effective working relationships with fellow employees, superiors, other government agencies, and the public.

Requires extensive reading to keep current on new projects, activities, and information related to 4-H and Other Youth Programs;

Assists Extension Agents in coordinating numerous county 4-H and Other Youth events such as school enrichment programs and Youth Fair;

Assists in compiling necessary reports of 4-H and Other Youth activities and events;

Recruits and trains new leaders/members;

Performs other duties as may be assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform any non-essential job function.
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