Program Assistant - Extension Office

Location: Livingston, MT
Posted: 01/04/2020
Description:

POSITION DESCRIPTION

 

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I.          POSITION IDENTIFICATION

           

Work Unit:    Extension Office and Weed Control/Junk Vehicle Office Team

 

Current Classification:

Pay Grade: 8         Salary Range: $14.82 to $22.22             Title: Program/Administrative Assistant

Non – Exempt

Supervisors:   Park County MSU Extension Office Chair, and Park County Weed District Coordinator

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II.         ASSIGNED DUTIES AND TASKS

 

Position Summary: This position is responsible for the professional atmosphere of the Park County MSU Extension Office and Park County Weed District/Junk Vehicle Department’s administrative office functions. This position performs a full range of program assistance, administrative assistance, bookkeeping, and related duties using independent judgment in making decisions. Position is responsible for interacting with all public clientele.

 

All duties below are essential functions unless otherwise indicated. All other functions are included in Other Duties as Assigned. Duties of the position are not all inclusive and subject to change.

 

  1. A.   Program Assistant Duties
  • Conduct research, compile data, and prepare documents, agendas, and curriculum for consideration and presentation by office personnel and appropriate committees and boards.
  • Assemble information and compile meeting packets, take minutes, and/or keep records of proceedings.
  • Conduct cold calls to constituents to obtain input for status updates, reports, and program evaluations.
  • Provide appropriate programmatic and logistical support to office staff to assist in meeting timelines, deadlines, and goals of programs.
  • Provide input in the development of office policies and procedures.

 

  1. B.  Administrative Assistant Duties
  • Greet clientele, whether in person, via electronic communication or postal mail, or telephone communication, assess their interests and needs, and determine how office resources and personnel can most effectively assist them, resulting in a positive interaction.
  • Establish, manage, and maintain electronic and hardcopy documents, databases, records, and reports in such a fashion that they are easily found and retrieved by self and other office personnel. This may include, but is not limited to, use of the 4honline, Fair Entry, PDIS, Granicus, and Montana Department of Ag private pesticide applicator database.
  • Organize logistical details for functions hosted by office staff, including workshops, conferences, tours, and meetings, and staff travel. Coordinate and manage Extension and Weed/Junk Vehicle Office building use.
  • Maintain and manage adequate inventory of education materials, workshop and programmatic materials, and office supplies.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software. Review, proofread, and edit documents for office staff.
  • Maintain schedule to ensure that all timelines, deadlines, and goals are met by office staff and documented.

 

  1. C.   Bookkeeping Duties:
  • Enter and check figures, postings, and documents for accuracy.
  • Track debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software for grants, special projects, and all office accounts.
  • Receive, record, and bank cash, checks, and vouchers according to federal, state, and agency policies, procedures, and regulations timely and accurately.
  • Compile statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, AP, AR and P&L.
  • Reconcile and report discrepancies found in records.

 

D. Other Duties as Assigned:

  • Performs other duties as may be assigned from time to time in support of office personnel.

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III.       KNOWLEDGE, SKILLS & ABILLITIES

Knowledge of administrative duties in a professional, fast-paced, team-oriented office setting will be used daily. An understanding of Microsoft Office computer programs, Quick Books accounting software, office equipment (copiers, scanners, printers, fax machines), telephone equipment, and internet knowledge is needed. Must possess professional written and verbal communication skills, a high level of self-motivation, and exceptional organizational skills. Must have the ability to handle confidential information, develop business relationships, and multi-task effectively, and possess a willingness to be interrupted often. Ability to create, interpret, and synthesize semi-technical data for reports, charts, graphs, spreadsheets, and presentations is needed.

 

Education and Experience: The knowledge generally gained through achievement of a high school diploma, GED or HiSET. A college degree is preferred in Office or Business Management or a closely-related field. Three years of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc., or to enter, retrieve, and/or update information is an essential part of the work. Requires one to two years of bookkeeping or related work experience with demonstrated knowledge of software and hardware associated with accounting and current office technology.

 

NOTE: Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Certificates, Licenses, Registrations: Valid Driver’s License.

 

IV.       ACCOUNTABILITY

This position performs the administrative duties of the Extension and Weed/Junk Vehicle offices and services of those departments. Actions and services provided have a direct impact on Extension and the Park County Weed Control office throughout Park County. Work is covered by established guidelines, and policy manuals are available. The Extension agents are available for direction.

 

V.        CONFIDENTIALITY

The position requires handling non-public confidential information. The person in the position acknowledges the confidential nature of non-public information regarding county employees and elected officials. Consistent with applicable policies and guidelines, this position will respect and safeguard the privacy of employees, elected officials and Park County and the confidential nature of information in accordance with Montana state law, without limiting the general nature of this commitment. This position will not access or seek to gain access to confidential information regarding any past or present employees, elected officials, and Park County in the course of fulfilling job responsibilities. The person in the position hereby acknowledges that the person understands that in this context, confidential information is considered all non-public information that can be personally associated with an individual.

If in the course of executing job responsibilities, the person in the position accidentally accesses information that others might consider inappropriate for this position to access, the person in the position will notify the person’s supervisors of the date and time of the access. If a question arises later, it will be understood that the access was accidental. The person in the position will not disseminate any such information.

By signing this Position Description, the undersigned hereby acknowledges reading and understanding this section regarding confidentiality and agrees to abide by the terms and conditions set forth herein. Violation of confidentiality may warrant disciplinary action, up to and including, suspension, demotion or termination of employment

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VI.       INDEPENDENCE OF ACTION

This position plans and carries out most assignments independently and uses judgment and initiative to solve problems for the general public regarding the Extension and Weed/Junk Vehicle offices. Will work to develop and recommend new processing procedures in response to identifying process inefficiencies, frequent errors, etc. Work objectives and priorities are defined by Supervisors.

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VII.      PERSONAL CONTACTS

This position has contacts with the public, county personnel, elected officials, department heads, and vendors in order to be responsive to questions and inquiries regarding the Extension, and Weed/Junk Vehicle departments.

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VIII.     WORK ENVIRONMENT/PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand, climb, and balance. The employee is frequently required to walk, sit, reach with hands and arms, and stoop, kneel, crouch, or crawl. On a regular basis, the employee will be required to use hands to finger, handle, or feel. Additionally, the employee will talk or hear on a regular basis.

The employee must occasionally lift and/or move up to 25 pounds.

           The position requires the following special vision requirements: close vision (clear vision at 20 inches or less), color vision (ability to identify and distinguish colors), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

           The noise level in the work environment is usually moderate.