Administrative Support Specialist II

The Johnston County Extension Center is a collaborative enterprise that is part of the County of Johnston and NC State University College of Agriculture and Life Sciences. It is our mission to extend research-based knowledge to all North Carolinians, helping them transform science into everyday solutions that improve their lives and grow our state. An employee in this class performs a wide variety of administrative support, secretarial, office management, and clerical duties. This position requires employees capable of independently handling duties such as information processing and referral, fiscal controls, or a special aspect of a program of office activity. Secretarial duties are considered at the advanced journey level and require considerable tact and discretion in handling sensitive or confidential matters in the program areas. Work requires a broader knowledge of office operations in order that the role may serve as backup and at a competent level in several roles. Work requires more independence and self-initiative in activities and may include providing technical assistance to other clerical positions in the organization. Guides may include a variety of written manuals and instructions, as well as online resources and policy provided by NC State University, NC State Extension, and the County of Johnston. Sound judgment is required in performing the tasks. Work is performed under the supervision of the department head or higher-level supervisor and is evaluated through observation, conferences, and the quality and effectiveness of work completed. The employee in this position is expected to serve as a primary and reliable first point of contact for customers and stakeholders. This will include phone calls and face-to-face interaction with clientele. This role requires consistent availability during designated working hours and the ability to respond in a timely and professional manner to varied customer inquiries. This position is open until filled. Secures information via telephone or personal contact; selects appropriate materials to answer questions and often handles the inquiries independently for the organization. Handles confidential or sensitive information in an appropriate manner. May handle accounting and budgetary functions for the department including monthly financial reports; orders supplies and materials and serves as contact with the Finance Department. Interprets a variety of rules, regulations, and information on the program and organization's activities. Independently drafts and composes correspondence and responses. Operates the word processor in generating correspondence, memoranda, notes, minutes, reports or other materials; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final copies of materials. Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials; performs periodic follow-up activities. Requests information using standardized forms; compiles information requiring the selection of data from well-established sources. Screens and routes materials according to content of communications; may do research or pull related materials from files. Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity. Based on review of office records or reports, identifies potential inconsistencies; determines the cause; resolves with staff and outside personnel. Thorough knowledge of office practices and procedures. Considerable knowledge and ability to use correct grammar, vocabulary, and spelling. Considerable knowledge of working with data, figures, and arithmetic. Working knowledge of county function to which assigned and related policies, procedures, and regulations. Ability to communicate effectively in person and by telephone. Ability to gather and give basic information and instructions on departmental programs based on inquiries. Ability to learn thorough knowledge of persons and organizational programs. Ability to be tactful and courteous. Ability to gather and compile materials from a variety of sources. Ability to operate a variety of office machines such as a computer, typewriter, calculator, fax, copier, or other equipment. Ability to use a wide variety of word processing and other computer software to generate work for the office assigned. Ability to use judgment in organizing and establishing priorities and work assigned. Ability to record information and balance figures. Ability to compile information based on general instructions. Ability to arrange and place records, reports and files into a proper sequence. Ability to establish and maintain effective working relationships with supervisor, employees, and the general public. May need to have the ability to plan, organize, monitor, evaluate, and delegate duties to others. Experience with computer programs like Canva, Active Campaign, Google Suite, Wordpress and various social media platforms is advantageous but not required. Graduation from business school and secretarial, clerical, or office management experience including strong public contact duties; or an equivalent combination of education and experience. Valid NC driver's license