COSS County Administrative Assistant

About the role

The County Administrative Assistant position provides office support and leadership, under supervision, to the county Extension staff and does related work as required. Extensive work with budgets from numerous sources, including county, state, and grants, will be required. The position will have responsibility for tracking and reporting expenditures as well as monitoring spending policies. The position will work with the County Extension Director in budget preparation as needed. Some Human Resources work is required. Computer contact responsibilities and Leave Management are required as well. Work with electronic travel, leave, and reporting systems. Perform office support duties of file management, purchasing and maintaining office supplies, reviewing/screening mail, and processing outgoing mail (including mass mailings). Provide excellent customer service to call-in and walk-in clientele. Provide support to the County Extension Director and other Extension staff with minimum supervision.

Responsibilities

• Entering data on electronic travel, leave, and reporting systems.
• Receiving telephone calls and visitors, responding appropriately, and giving out detailed information to inquiries. Referring calls or visitors to the appropriate program or staff person when necessary.
• Performing office support duties of file management, purchasing and maintaining office supplies, reviewing/screening mail, and processing outgoing mail (including mass mailings).
• Providing excellent customer service to call-in and walk-in clientele.
• Providing excellent internal customer service to the agents and staff in the office.
• Organizing and implementing recurring and special events as requested.
• Keeping social media and website up to date and marketing events to the public.
• Establishing and maintaining a variety of tangible files, filing and retrieving information as necessary.
• Performing other related work as required.

Requirements and Preferences

• Minimum Experience/Education: Graduation from high school and two years of related experience; or graduation from a two-year secretarial science or business administration program and one year related experience.
• Department Required Skills: Must be dependable, prompt, and efficient in roles and responsibilities. Ability to multi-task and work in a fast-paced environment. Newsletter design and development, mailings, social media, and written communication is crucial in this position. Must be understanding of, and able to maintain confidentiality, especially as it relates to personnel issues. Must be a certified Notary or willing to obtain Notary certification.
• Preferred Years Experience, Skills, Training, Education: Strong written and oral communication skills. Strong organizational skills. Ability to respond to broad client base. High level understanding of technology is desired. Must be proficient in Word, Excel, PowerPoint and Google Suite.