Work Unit: Extension Office and Weed Control/Junk Vehicle Office Team
Pay Grade: 9 Salary Range: $15.66 – 19.58
Title: Financial and Educational Program Coordinator
Non – Exempt
Supervisors: Park County MSU Extension Office Chair, and
Park County Weed District Coordinator
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 assistant, administrative assistant, 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.
- A. Accounting Duties:
This position provides the day-to-day accounting procedures for two county departments, one campus treasury MSU account, one non-treasury MSU account, the revolving loan fund, and two partner groups (4-H and CWMA). Each of these accounts periodically is award grants and this position tracks all grant revenue and expenditures.
- Comply with federal, state, MSU, county, and agency policies, procedures, and regulations.
- Operate computers programmed with accounting software and interface with three different computer accounting programs (Intuit Quickbooks, Tyler, and Banner) to record, store, and analyze information.
- Enter and check figures, postings, and documents for accurate entry and proper codes.
- 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.
- Compile statistical, financial, accounting or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.
- Code documents according to MSU, county, and agency procedures.
- Reconcile and report discrepancies found in records.
- Develop, implement, and maintain appropriate account controls and procedures for partner groups in accordance with Generally Accepted Accounting Principles standards.
- B. Educational Program Duties
- Implement the Montana 4-H Volunteer Leader background check and screening procedures and maintain accurate files to ensure youth safety and ensure compliance with state standards.
- Maintain all youth personal data and information with respect to privacy and confidentiality requirements of Montana 4-H
- Process restricted-use pesticide transactions ensuring compliance with state and federal guidelines.
- Conduct research, compile data, and prepare documents and curriculum for consideration and presentation by office personnel and appropriate committees and boards. Prepare agendas.
- Assemble information and compile meeting packets, take minutes, and/or keep records of proceedings when requested.
- 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.
C. Administrative Duties
- Performs complex clerical and administrative work requiring the exercise of independent judgment. Composes and prepares correspondence, complex meeting minutes, reports and forms from source material.
- 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, FairEntry, and EPASS private pesticide applicator database systems.
- Organize logistical details for staff travel and functions hosted by office staff, including workshops, conferences, tours, and meetings. 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 goal schedule to ensure that all timelines, deadlines, and goals are met by office staff and documented.
D. Other Duties as Assigned:
- Performs other duties as may be assigned from time to time in support of office personnel.
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. A few 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.