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HomeMy WebLinkAboutWSU Extension - Administrative Assistant Jefferson County Job Description Job Title: Administrative Assistant Department: WSU Extension Reports To: Extension Agent/Director FLSA Exempt: No Union: UFCW BBP: No Salary level: Grade 24 Location: WSU Extension Office -- Approved By: Human Resources Manager Approved Date: March 2020 d SUMMARY Perform a variety of complex duties associated with office administration, office assistance, and clerical work by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Prepare,monitor, and maintain Departmental budgets.Assemble and review County time sheets and prepare,maintain and submit monthly County payroll summaries. Submit and maintain bi-monthly State time cards of temporary hires.Prepare personnel documentation of County and State staff as required. Prepare,post and maintain various departmental, fiscal and other records, sometimes requiring discretion as to proper procedure to use. Maintain and process grant billing and documentation. Processes State and County travel requests,expense vouchers and purchase orders where applicable. Serve as the custodian of a small petty cash fund used for reimbursements of miscellaneous County expenses. Maintain County and State inventory records including identification of items for surplus. Monitor and maintain supply inventories of WSU letterhead, business cards,envelopes,name badges and postage meter funds. Maintain and distribute permanent key inventory. Research,compose and/or prepare correspondence,reports, data files(listserves),news-letters, documents,notifications and memos using judgment and inserting own contents as authorized and required. This may require the selection and use of specialized formats. Designs forms and information sheets as required. Retrieval and delivery of interoffice mail located at the Jefferson County Courthouse as needed, including billing,payroll,financial forms/reports and other materials/equipment. Index and file correspondence,reports and other documents. Act as backup support to the Receptionist and greet and assist visitors, answer phones as needed. Resolve the more complicated, sensitive or conflict matters referred by other staff. Schedule appointments for Department Head and arrange travel and meeting schedule as needed. Attend and participate in hearings or meetings in Department Head's absence or upon request. Research and compare costs for office equipment purchases and serve as the on-going contact person after purchase. Jefferson County Job Description: WSU Extension Administrative Assistant Page 2 of 4 SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. COMPETENCY To perform the job successfully,an individual should demonstrate competency in the following: Interpersonal Skills-Focuses on solving conflict, not blaming;Maintains confidentiality;Listens to others without interrupting;Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication- Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills;Participates in meetings. Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively;Able to read and interpret written information. Cost Consciousness-Works within approved budget;Conserves organizational resources. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics-Treats people with respect;Keeps commitments; Inspires the trust of others; Works with integrity and ethically;Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values. Judgment-Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing-Uses time efficiently. Professionalism-Approaches others in a tactful manner; Reacts well under pressure;treats others with respect and consideration regardless of their status or position;Accepts responsibility for own actions; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness. Quantity-Meets productivity standards; Completes work in timely manner. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines;Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation;Able to deal with frequent change,delays,or unexpected events. Attendance/Punctuality-Is consistently at work and on time;Ensures work responsibilities are covered when absent;Arrives at meetings and appointments on time. Dependability-Follows instructions,responds to management direction;Takes responsibility for own actions;Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. MINIMUM QUALIFICATIONS: To. perform this job successfully,an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High School diploma or general education degree(GED)and three(3)years of related experience and/or training and two(2)years as a Clerk of a lower classification in Jefferson County OR Equivalent combination of education and experience.Background and education in bookkeeping and/or accounting preferred. Jefferson County Job Description: WSU Extension Administrative Assistant Page 3 of 4 LANGUAGE SKILLS Ability to read and interpret documents such as safety rules,operating and maintenance instructions and procedure manuals;to write routine reports and correspondence that are presentable to the public;to speak effectively before groups of customers or employees of the organization. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest,commissions,proportions, percentages, area, circumference and volume; and ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form; and ability to deal with problems involving several concrete variables in standardized situations. COMPUTER SKILLS To perform this job successfully,an individual should have knowledge of database software; Internet software;MS Excel spreadsheet software and MS Word,word processing software.Preferred experience in web-based communication and publication. CERTIFICATES,LICENSES,REGISTRATIONS: Must have upon hire and maintain a valid Washington State Driver's License with a driving record free of serious or frequent violations. OTHER KNOWLEDGE,SKILLS AND ABILITIES: Must possess a pleasant and professional attitude to maintain harmonious relations with staff as well as the general public. Ability to operate standard office equipment and to adapt to new and/or modified equipment which may be acquired. Ability to maintain a high standard for accuracy, completeness and efficiency in preparation of department documents. Ability to understand the need for maintaining confidentiality of sensitive information. Knowledge of State and federal laws, County ordinances and policies and regulations affecting the delivery of service. Ability to organize, acquire resources and prioritize activities to meet deadlines;must be self-motivated to complete required deadlines while simultaneously completing other tasks. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger,handle, or feel and to talk or to hear. The employee frequently is required to sit, stand and walk with long periods of time sitting and using a computer. The employee is occasionally required to reach with hands and arms and climb or balance.The employee must occasionally lift and/or move up to 35 pounds. Specific vision f4 Jefferson County Job Description: WSU Extension Administrative Assistant Page 4 o abilities required by this job include close vision, distance vision, peripheral vision and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER: This position is not part of a career ladder.