Newton County Extension Administrative Assistant - University of Georgia : Job Details

Position Information

Classification Title Office/Clerical Assistant FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications Position Summary

The County Extension Administrative Assistant is most often the public's initial office contact and as such will maintain a good attitude while being respectful and courteous to the clientele. This employee is responsible for a variety of general office tasks including the standardized office duties which involve using judgment based on knowledge gained through experience. Assignments which depart from established institutional or county procedures are to be approved by a supervisor. The Administrative Assistant may be involved in coordinating functions with county extension office faculty and/or staff. Coordinating these functions may include creating a program file, creating promotional material, drafting correspondence, preparing mail-outs, posting promotional material on social media, and/or completing on-line registration. Other work involves the performance of routine office duties. The Administrative Assistant is administratively responsible to the County Extension Coordinator and District Extension Director.

Knowledge, Skills, Abilities and/or Competencies

* Knowledge and efficient use of business grammar, punctuation and mathematics.

* Knowledge of general office procedures and systems in addition to effective office practices.

* Knowledge and comfortable use of a variety of office equipment including desk/laptop computer, fax machine, scanner, copier, calculator, credit/debit card machine, and document shredder.

* Proficient in software programs including word processing, spreadsheet, and data management such as QuickBooks On-Line.

* Exhibit high standards of professionalism in personal contacts, appearance and work habits. Possesses necessary personal skills to perform public relations responsibilities effectively.

* Self-motivating with ability to multi-task effectively and handle responsibilities with little oversight.

* Ability to establish and maintain effective working relationships with county, district and state staff, local government employees and clientele.

Physical Demands

* Light to moderate lifting.

* Some degree of physical activity for this position (e.g. handling samples, demonstration materials, and audio-video equipment).

* Sitting for extended periods of time at a computer or office role.

* Driving as needed to perform job duties.

Is driving a responsibility of this position? Yes Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? Yes Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

* Answering incoming telephone calls and greeting walk-ins.

* Operating office equipment such as personal computers, photocopiers, fax machines, and calculators, etc.

* Typing correspondence, including office e-mail, as well as newsletters, manuscripts, administrative reports, and special program information.

* Refering individuals to proper persons, providing accurate information to clientele, and maintaining appointment schedules.

* Gathering data for appropriate correspondence and reporting.

* Composing memos and letters relative to pertinent information needed.

* Preparing/submitting required monthly and annual reports to the District Office.

* Receiving various types of samples for analysis/diagnosis, collecting necessary information to process samples; entering information into Data Transfer (if applicable), preparing samples for shipment to UGA AESL. Receiving and forwarding results/reports to clientele through regular mail, email, or contacting for pick-up.

* Processing incoming and outgoing mail.

* Exploring and capitalizing on various professional improvement opportunities available.

* Assisting county extension coordinator with personnel procedures, (i.e., hiring/terminating staff, benefits information, etc.)

Percentage of time 45 Duties/Responsibilities

* Receipting income, completing deposit slips, issuing disbursement checks, entering and maintaining financial transactions through QuickBooks On-Line, reconciling financial statements and completing required documentation.

* Posting standard financial statements/reports, requisitions, journals sheets, and expense accounts with accuracy.

* Maintaining all paper financial records (receipt books, deposit books with bank receipts, completed vouchers, etc. for a seven-year period).

* Preparing/assisting in preparation of Form 990 for the prior calendar year.

* Compiling copies of promotional flyers, newspaper articles, agendas, meeting minutes, and financial reconciliations, etc.; mailing the copies to the District Office once each month.

* Maintaining office files/forms in a manner that corresponds with the standard for all extension offices.

* Ordering and Maintenance of educational and training materials.

* Maintaining a spreadsheet listing all transactions using postage stamps; (e.g., date, program area, number of items mailed, number of postage stamps used, etc.)

* Maintaining activities and events on shared calendar.

* Maintaining inventory of:

* Equipment with a purchase price of $250.00 or more; purchased partially with district funds.

* Equipment with a purchase price of $250.00 or more; purchased with county funds.

* Office supplies (copy paper, paper clips, etc.)

* AESL supplies (shipping boxes, soil sample submission bags, water collection bottles, etc.

* Replenishing office and AESL supplies when needed.

Percentage of time 45 Duties/Responsibilities

* Conducting duties in accordance with the University of Georgia Cooperative Extension EEO/AA plan that ensures educational programs, assistance, and materials to all people without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.

* Other duties as assigned.

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Taylor Howard Recruitment Contact Email [email protected] Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* How did you hear about this employment opportunity?

* Public Job Posting

* Internal Job Posting

* Agency Referral

* Advertisement/Publication

* Personal Referral

* Website

* Other

* * Do you possess a valid driver's license?

* No Response

* No

* Yes

Applicant Documents

Required Documents

* Resume/CV

* Cover Letter

* List of References with Contact Information

Optional Documents

* Unofficial Transcripts

* Other Documents #1

* Unofficial Letters of Recommendation

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR ([email protected]).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.