County Office Support - Jefferson County

About the role

This position is to coordinate and provide assistance to county regional faculty and county extension office support staff in the local county office for University of Missouri Extension. Independently responsible for receiving, preparing, reconciling, and reporting accounting transactions, including accounts receivables, accounts payables, and income statement reporting on a regular basis for the department, individual programs, and per contracts & grants. In addition, assist in the preparation of budgets, grants, contacts, and logistical coordination of programming. This is an in-person position located at the Jefferson County Extension Office in Hillsboro, MO.

Essential Duties

• Provides general/routine administrative and office support that includes a broad range of duties.
• Focuses on completing work effectively, efficiently and in a timely fashion.
• Maintains a spirit of cooperation with faculty and staff working as a team to accomplish objectives of Extension.
• Organizes and completes structured assignments according to priorities.
• Recognizes and solves typical problems that occur in own work area without supervisory approval.
• Evaluates and selects solutions from established options/procedures.
• Impacts own team through the quality of the services or information provided.
• Communicates through the regular exchange of information and other resources.
• Some lifting is part of the job responsibility.
• Occasional weekend or evening meetings.
• Some travel is required using personal vehicle to obtain materials for programming or meetings. Use of personal vehicle is reimbursed by the Jefferson County Council. Commuting miles (from home to work and work to home) are not reimbursable.

Key Responsibilities

• Work as team member in cooperation with regional faculty, staff, volunteers, and other county office support staff.
• Maintains a clean professional office that provides excellent customer service.
• Greet visitors, answer incoming calls, route calls, take message, respond to general inquiries, and maintains appropriate office dress.
• Provide publications and reference materials for customers and refer questions to regional specialists.
• Open and close office in accordance with established schedule. Post notices of closing.
• Post events and maintain office webpage as requested.
• Keep inventory and order office supplies and postage.
• Maintain classroom schedule.
• Keep inventory of equipment and administer check out procedures.
• Receive incoming samples for lab tests and ensure submitted to university labs.
• Assist customers with self-directed training for private pesticide applicator licenses.
• Assist educational activities of affiliated volunteer organizations.
• Assist with pressure gauge testing services and proctor distance learning tests.
• Set job priorities in consultation with supervisor. Suggest best methods for accomplishing tasks.
• Ensure all work is completed in a timely manner and promote a professional image.
• Maintain and organize paper and electronic files.
• Maintain information flow and message services with the office and assist in maintaining program and office calendar for reference.
• Maintain and review account activities including preparing invoices and bills in QuickBooks™ as well as accepting payment for courses and services. Make deposits and reconcile bank accounts. Process payroll and corresponding taxes and file appropriate tax forms. Complete year-end close outs and reports.
• Prepare financial reports, County Extension Council meeting minutes, agenda, and other documents as necessary. Disseminate monthly invitation to council. Assist with council member elections, monthly and annual meetings.
• Assist in preparing monthly extension council documents, proposals, reports, etc.
• Assist in producing instructional materials and correspondence including preparation of mailing labels and mailers, edits newsletters, etc.
• Takes program registration, tracks payments and other duties for programs and classes.
• Processes bulk mailings and provides for delivery to post office.
• As with all positions, involvement with other duties and responsibilities may be expected in order to support the mission and purpose of MU Extension.

Leadership Received and Exercised

This position works under general supervision of the Extension Engagement Specialist and County Extension Council and performing their responsibilities related to the University of Missouri Extension policy and procedures and within these guidelines.

Core Attributes for MU Extension Faculty and Staff

• Exhibit a high personal standard of excellence, be an effective team player, and demonstrate civility and respect for all.
• Engage stakeholders and learners, maintain positive interpersonal relationships, and exhibit effective written and oral communication skills.
• Operate with minimal guidance and be a self-directed learner who is flexible and adaptable to changing environments.

Minimum Qualifications

• High School Diploma or an equivalent combination of education and experience and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary.

Preferred Qualifications

• Effective communication skills, customer service experience, attention to detail and time management.
• Strong experience with Microsoft Office applications (Word, Excel, Access, Outlook), Facebook and QuickBooks™.
• Excellent proofreading skills with proficiency in APA and MLA styles.
• Professional and friendly demeanor with a demonstrated ability to work well with a variety of individuals while maintaining confidential information/situations.
• Analytical skills and demonstrated organizational skills necessary to multi-task in a fast-paced environment.
• Possesses knowledge of specific processes and procedures needed to perform assignments within own work area.
• Three or more years accounting experience including accounts receivable reconciliation, general ledger, and financial statement experience.
• Accounting database experience, including A/R, A/P, and general ledger reporting.
• Ideal candidate will have PeopleSoft and QuickBooks Pro accounting experience.
• Proficient/Advanced user of Microsoft Office (Excel, Word, Publisher, Front Page, Outlook) preferred.

Schedule

Monday - Friday, 8:30 a.m. - 4:30 p.m. (37.5 hours a week). Ability to travel and occasionally work flexible hours, including some evenings and weekends, is required to fulfill assigned responsibilities.

Pay

Salary Range: $15.10 - $17.33 per hour. Grade: GGS-006. University Title: Office Support Assistant IV.

Benefits

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses.