West Virginia University Extension Service

West Virginia University Extension Service

Secretary/Administrative Assistant

(Roane County)

Job Summary

Assist Extension Agents with duties of the county 4-H program, agricultural program, and community development programs. These duties consist of typing, filing, and organizing memos, newsletters, program booklets, weekly news articles, grants, monthly and annual reports; office budget, county and state camp registrations, information to the public, etc. This position entails extensive work with county fair/festival exhibits and livestock program, and county 4-H camp.

Duties and Responsibilities

·  Provide secretarial work to extension agents and various organizations

·  Prepare and mail Extension office correspondence

·  Take and assist all telephone calls or direct calls to proper individual

·  Assist the general public with requested information

·  Maintain all office files

·  Schedule meetings and send notices

·  Utilize various computer software packages

·  Assist with web site maintenance

·  Maintain and regularly update several databases including 4-H, agricultural, and community economic development consisting of several hundred individuals

·  Prepare and print yearbooks, program booklets and brochures

·  Maintain, order and distribute 4-H project books for office and individual clubs

·  Prepare and submit quarterly Federal ES237 4-H Report for members, leaders, and group events

·  Supervise temporary office assistants, summer work-study students, and community service workers

·  Prepare purchase orders and purchase office supplies

·  Manage office budget and prepare bills for payment

·  Receive money, make deposit, write checks for Roane County 4-H Leaders Association, Roane County 4-H Foundation, and CEOS

·  Mail Soil Test results to individuals and maintain file copy

·  Search web for accurate information according to USDA guidelines

·  Prepare and submit county and state travel expense forms

·  Prepare newsletters and submit weekly news articles

·  Prepare bulk mailings and deliver with postal report

·  Perform duties involved with county fairs/festivals – prepare forms, order supplies, exhibit registration, work with committee members, and recruit volunteers

·  Coordinate county Community Education Outreach Service (CEOS) program

·  Operate various office machines

·  Attend training seminars on computer and secretarial procedures

·  Perform other duties as required

Knowledge/Skills/Abilities

·  Knowledge of office methods, procedures, practices and protocol.

·  Strong communication skills as needed (written/oral/telephone/in person) to perform duties in a professional, businesslike manner.

·  Organizational skills to plan and organize tasks and set priorities for responsibilities.

·  Problem solving skills to deal with a variety of interests and personalities.

·  Ability to perform basic mathematical calculations.

·  Ability to operate a personal computer utilizing various Microsoft Office Tools 2007, including: Microsoft Word, Access, Excel, Power Point, Publisher, and 4HPlus Database.

·  Ability to install computer updates as mandated by WVU-OIT and backup files on a regular basis

·  Ability to maintain office web site using Slate

·  Ability to read and write in English with strong emphasis on knowledge of correct grammar, spelling and punctuation.

·  Interpersonal skills required to interact with the public, youth, parents, volunteers, and WVUES employees.

·  Ability to learn policy and procedures outlined in the WVU Policy and Procedures Manual, Roane County Personnel Manual, University Employee Handbook, West Virginia University Extension Service, three Program Centers, USDA, and any others vital to performing assigned duties effectively and efficiently.

·  Ability to type with speed and accuracy.

·  Ability to work independently under direction from supervisor.

·  Ability to maintain confidentiality.

·  Ability to function as a member of a team.

·  Ability to understand persons from various cultures and backgrounds.

·  Ability to maintain proper unit attendance and punctuality standards.

·  Ability to operate standard office equipment: copier, fax, scanner, printers, postage machine, calculator, laminator, projector, etc.

Training

Participate in state training opportunities to stay current with computer upgrades through the WVU Office of Communications and Technology, bulk mailing procedures, through the WVU Office of Finance and Business, and any other training opportunities provided through West Virginia University Extension Service.

Disclaimer

This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor.

All requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.