SUMMARY

Under the supervision of the District 3 Director, provides clerical and secretarial support to office staff including the County Extension Educator, 4-H Program Coordinator, SNAP-ED Program personnel, Government and Public Policy Educator and visiting educators and programmers. Duties include, but are not limited to, typing, coping, assisting telephone callers and walk-in visitors and establishing and maintaining files. Designs program flyers, annual reports, educational material and maintains social media pages.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Requirements include the following:

· High school diploma and one year of clerical experience.

· The County, at its discretion, may consider an alternative combination of formal education and work experience.

· Michigan Vehicle Operator’s License.

· Considerable knowledge of office procedures and maintaining detailed and accurate records.

· Strong skills in proofreading, reviewing forms, documents and reports.

· Ability to deal effectively with the public and MSU Extension program participants and personnel.

· Skill in assembling and analyzing data, and preparing comprehensive and accurate reports.

· Skill in effectively communicating ideas and concepts orally and in writing.

· Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.

· Skill in the use of office equipment and technology, including Microsoft Suite applications and the ability to master new technologies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted, or modified at any time.

1. Serves as receptionist for the office. Receives visitors, responds to telephone calls and e-mails from the general public, providing information related to MSU Extension programs and services.

2. Sorts, opens and distributes incoming mail, personally handling and/or answering those which do not require Extensions staff’s attention.

3. Collects all outgoing mail and places in mailbox daily for pick up by the mail carrier.

4. Prepares documents submitted by Extension staff by preparing artwork, proofreading, copying, collating, and distribution.

5. Sells soil tests and explains soil collecting process and helps fill out forms. Maintains record for same. Helps public identify insects and plants.

6. Receives payments for bulletins and University samples and uses automated cash register system. Receipts monies received at office for 4-H, Advisory, Horse, and Livestock Council.

7. Distributes appropriate technical information bulletins requested by clients in person, by telephone and email. Maintains supply of bulletins purchased.

8. Prepares and maintains accuracy of Extension postal and e-mail lists.

9. Prepares copy submitted by agents for news releases and distributes to the media.

10. Designs program flyers, annual reports, educational material and maintains social media.

11. Maintains financial accounts for office and specific grants, prepares and makes bank deposits, and forwards financial reports to District Director for monthly review. Prepares semi-monthly deposits and reports, forwards report to business office in Lansing.

12. Prepares vouchers for County or office checks expenditures, including rent, telephone, internet, travel, salary, office supplies, educational material and equipment purchases and repair.

13. Types, copies and mails, and e-mails, if necessary, staff meeting notices, agenda minutes and all other correspondence. Makes flyers and programs and performs other miscellaneous duties as they arise.

14. Unpacks bulletins and paper supplies from boxes, stocks shelves and files, and take leadership for periodic re-organization of items on shelves and in files as needed.

15. Types, copies, obtains necessary signatures, mails originals and maintains office copy of all monthly certificates of service for staff and other reports as needed throughout the year.

16. Assists the 4-H Program Coordinator with Fair and other projects by instruction, and sometimes assists 4-H Program Coordinator with events off-site.

17. Assists the SNAP-ED Program personnel by scanning and uploading program material to the MSU website and also assists with creating reports that are scanned and uploaded to the MSU website. Sometimes assists SNAP-E Personnel at events off-site.

18. Purchases and maintains adequate stock of office supplies and MSU publications and bulletins.

19. Performs other duties as required.

PHYSICAL REQUIREMENTS

This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements:

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push/pull objects of up to 20 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

WORKING ENVIRONMENT

Works in office conditions and occasionally in the field to support events.

Work Location: In person