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 Operator's 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.