Job Details

Administrative Assistant Position

Performs administrative work in support of University of Idaho (UI) Extension Elmore County Services offered through the UI and the County; performs related work as required for the Administrative Assistant position. Assists in Elmore County's daily operations, business, employees, scheduling and general office duties.

The primary function of an employee in this class is to provide administrative support for the UI Extension Department functions, including performing secretarial and clerical duties as assigned, program assistance, research, development of newsletters/brochures and maintaining fiscal department records. As the only administrative support person in the Department, the employee provides assistance to the public on all Department programs/procedures, fees and other business-related issues. The Administrative Assistant reports to the Extension Office Manager and performs as directed by the UI Extension Educator. The nature of the work requires the employee to be detail oriented with good organizational and writing skills. The principal duties of this class are mainly performed in a general office environment.

Essential Duties and Responsibilities:

• Reviews existing administrative procedures and initiates or recommends improvements;
• Composes letters, flyers, marketing material and memoranda for the Department, writes and submits office procedures;
• Orders supplies for Department programs/activities/events/marketing/operation;
• Assists UI Extension Elmore County Educator and 4-H Program with all ongoing and future programming efforts;
• Gathers information and prepares drafts of annual and monthly budgets;
• Provides oversight, development and maintains budget, financial records, financial reports and files, submits records as required to Elmore County Auditor's Office;
• Prepares monthly financial reports; reviews and/or prepares bills for payments; maintains monthly budget records and reconciles records with Elmore County Treasurer's and Auditor's Offices;
• Processes purchase orders, records, inventory reports;
• Processes UI Extension incoming fiscal transactions daily, utilizes a check-and-balance system for accounting functions and maintains security monies received;
• Works collaboratively with all Elmore County Departments;
• Maintains and oversees all administrative files (hard copy and electronic) of the Department;
• Keeps meticulous records for UI Digital Measures recording on a daily, weekly, monthly and yearly basis;
• Ability to work effectively with diverse individuals and teams, contributes to the team by providing an encouraging office environment for Department staff/employees;
• Oversees calendar for activities and schedule for the UI Extension Educator;
• Maintains visual displays promoting Extension Office services (Courthouse);
• Maintain the UI Extension Elmore County Website page; and UI Elmore County page
• Review news releases concerning awards and Elmore County Fair activities, assists as required;
• Assist Department staff during the Elmore County Fair with various duties as assigned;
• Communicates and coordinates regularly with others to maximize the effectiveness and efficiency of operations and activities for Elmore County.

Other Duties and Responsibilities:

• Performs other related duties as required or assigned by UI Extension Educator.
• Ensure departmental compliance with the UI policy on non-discrimination as stated in the UI Faculty/Staff Handbook, Section 3060.
• Contribute to the UI Extension and Elmore County Extension Affirmative Action and Americans with Disabilities Act plans.
• All other duties as assigned.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Standard office procedures, best practices and basic accounting principles;
• Microsoft PowerPoint presentation development;
• Computer operations (Windows/Mac), Microsoft Office Suite (Word, Excel, PowerPoint etc.), databases or other software (e-mail and general computer software programs).

Ability to:

• Develop efficient processes, track and monitor financial and other accounting records;
• Gather and analyze data and prepare reports, record/maintain records and other Department documents;
• Express ideas clearly and concisely in written and oral communication;
• Utilize a variety of computer software programs and office equipment to perform regular duties as assigned;
• Provide quality services in a cost-effective manner and to recommend improved methods of performing the work;
• Make sound and reasonable decisions in accordance with laws, ordinances, regulations and established Department procedures;
• Perform all work duties and activities in accordance with Elmore County policies, procedures and safety practices;
• Report UI financial policies, procedures and safety practices;
• Perform assigned tasks with integrity, ingenuity and inventiveness;
• Maintain confidentiality and use discretion in handling public information;
• Handle issues and questions in a professional, courteous, respectful and appropriate manner at all times;
• Correctly use English grammar and spelling in all communication and marketing of programs;
• Problem-solve and be attentive to detail with good organizational, planning, communication, and financial skills/experience;
• Use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access) at a proficient level;
• Type 40 words per minute minimum;
• Pass pre-employment background check;
• Work occasionally in the evenings or weekends.

Minimum Qualifications and Training:

• High School diploma or GED AND,
• 2 years of post-secondary education or a completed Associate Degree (A.A./A.S./A.A.S.) from an accredited institution (preferably in Communications; Business Administration, Education, or Science related studies); OR
• Any equivalent combination of experience and training which provides the knowledge, skills, and abilities which demonstrate competence in the above requirements;
• Must Possess a Valid Idaho Driver's license.

Experience with the following is preferred:

• Program marketing and promotion;
• Knowledge of 4-H, UI Extension, Elmore County and other federal/state agencies operations, functions and scope;
• Spanish speaking/writing/translation.

Preferred Qualifications:

Management, Accounting, Education, Science or any other related field from an accredited institution;

Possess: Professional, educational or personal experience in office management, administrative assistant or successful program development and support.

Essential Physical Abilities:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision with or without reasonable accommodation, which permits the employee to establish, maintain and monitor documents;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment and other office equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office setting, lift, carry or otherwise move up to 25 pounds.

Position remain open until filled. Schedule is Monday - Friday, 9:00 am to 4:00 pm with a one hour lunch. This position is expected to work 30 hours per week with a flexible schedule at the end of June and the month of July for the Elmore County Fair.