Office Coordinator

Compensation: $21.54 - $26.02 hourly (DOE), equivalent to $44,803.20 - $54,121.60 annually (DOE).

About the Role

The Office Coordinator provides support and fiscal control for the operation of the Canyon County Extension office and its many program areas. This position serves as the lead person for temporary and part-time office staff and volunteers during UI Extension events. It provides direct administrative support to the Canyon County Extension Chair, assisting in the overall management and coordination of administrative functions between the office, educators, volunteers, and clients. Duties are performed in a general office environment and outdoors during occasional events.

Responsibilities

• Office Management/Clerical:
  • Orders and organizes office supplies.
  • Processes phone calls professionally, relaying messages promptly to proper personnel.
  • Maintains central office files and a variety of other records.
  • Coordinates scheduling of office meeting spaces.
• Event Management:
  • Manages the department’s equipment rental program.
  • Coordinates and oversees procurement of proper insurance coverage for events as needed.
  • Communicates event requirements to appropriate departments.
• Fiscal Control:
  • Maintains all accounting records, issues invoices, processes and receives payments, records cash receipts, prepares and submits reimbursements, and oversees deposits and money handling.
  • Prepares and processes purchase orders for department equipment and supplies.
  • Assists with preparation of annual budget and monitors fiscal activity to ensure conformity within established parameters.
  • Coordinates and processes event scheduling, prepares cost estimates, collects event deposits and fees, prepares invoices, and monitors final billings.
• Administrative Support:
  • Handles correspondence as directed by the Extension County Chair, including letters, notices, and financial reports for all program areas.
  • Records minutes and transcribes UI Extension office meetings.
  • Tracks various action items, requirements, and milestones related to programs and coordinates necessary responses with appropriate office personnel.
  • Maintains online newsletter and oversees social media operations.
  • Acts as liaison and primary point of contact with clients and educators to plan and implement all aspects of events through conclusion.
• Other Duties:
  • Ensures all department policy, university policies, county procedures, and State laws are followed.
  • Performs all work duties and activities in accordance with county and University policies, procedures, and safety practices.
  • All other duties as assigned.

Requirements

• High school diploma or GED equivalency required.
• Two years’ experience in business administration and/or office management preferred.
• Equivalent combination of experience and training may be considered.
• Valid Idaho driver’s license.
• Available to work varied hours on occasion, including evenings and weekends.
• Must successfully complete a background investigation.

Skills and Abilities

• Operate standard and specialized office equipment and personal computer with job-related software applications.
• Adapt to unforeseeable challenges and opportunities with a solution-oriented perspective.
• Communicate effectively, both orally and in writing.
• Perform a wide variety of duties and responsibilities with accuracy and speed under time-sensitive deadlines.
• Demonstrate integrity, ingenuity, and inventiveness in the performance of assigned tasks.
• Establish and maintain effective working relationships with employees, elected and appointed officials, volunteers, local businesses, community organizations, and the public.
• Work independently but understand the value and necessity of teamwork; interest in going beyond the status quo.
• Operate a motor vehicle.

Essential Physical Abilities

• Clear speech, with or without accommodation, to effectively convey instructions or ideas.
• Sufficient hearing, with or without reasonable accommodation, to enable understanding of conversations and receiving ordinary information.
• Visual acuity, with or without accommodation, to read instructions, review, and organize documents.
• Sufficient personal mobility and physical reflexes to function in a general office environment and accomplish tasks.
• Ability to lift 25 lbs.

Pay

$21.54 - $26.02 hourly (DOE).