HomeMy WebLinkAboutWSU Extension - Administrative Assistant - Lead Assignment Jefferson County
Job Description
Job Title: Administrative Assistant - Lead Assignment
Department: WSU Extension
Reports To: WSU Extension Director
FISA Exempt: No
Union: UFCW
BBP: No
Salary Level: 2 Grades above existing Grade (current step)
Location: WSU Extension Office
Approved By: Human Resources Manager % <- 4--6
Approved Date: March 2020
SUMMARY
In addition to the duties and responsibilities assigned as an Administrative Assistant, the Lead
position assignment distributes and sets up work for a group of employees/volunteers; monitors
the progress of work assigned; trains other employees; answers questions and provides guidance
on an on-going basis by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may
be assigned. See duties as defined in regular Administrative Assistant position job description.
Distributes and sets up work for clerical support staff and volunteers. Monitors progress of work
assigned, trains employees and volunteers, answers questions and provides guidance on an on-
going basis, and makes day to day administrative decisions in the absence of the Department
Head.
Oversee overall financial records keeping for the department. Ensures accurate and timely
reports. Prepares monthly updates on both Jefferson County and WSU budgets.
Prepares monthly payroll.
Processes County and State employment paperwork for all new program support staff. Assists
and orients office staff and volunteers on procedures,policies, systems and personnel matters.
Schedules support staff, assigns projects, and monitors work product. Monitors hours worked so
that temporary/part-time employees stay within employment guidelines.
Responds to and provides information directly to County and WSU offices.
Initiates and prepares required forms for WSU and Jefferson County, such as BOCC Agenda
Requests, agreements, inventory, etc.
Researches material to provide background information and recommendations regarding
systems, budgets, and equipment purchases.
Jefferson County Job Description: WSU Extension Administrative Assistant- Lead Page 2 of 2
Schedules, organizes, and implements 6-9 week training sessions for the Master Gardener and
other programs as needed.
Ensure the professional and efficient management of the day -today operation of the department.
SUPERVISORY RESPONSIBELITIES
This position has no supervisory responsibilities,but is a "lead" position in the division of
assignment. Lead responsibilities include assisting the Supervisor with interviewing, training,
planning, assigning, accounting for attendance, and directing work. Lead positions also provide
input for appraising performance and assist in addressing complaints and resolving problems.
The work is highly confidential.
QUALIFICATIONS; CERTIFICATES,LICENSES, REGISTRATIONS;
PHYSICAL DEMANDS AND WORK ENVIRONMENT
See Administrative Assistant job description for details on these items.
OTHER KNOWLEDGE, SKILLS AND ABILITIES
In addition to the Skills and Abilities listed in the Administrative Assistant job
description,the following apply.
Ability to establish and maintain effective, harmonious working relationships with
volunteers, staff,the general public and WSU, and various County Departments.
Ability to do creative problem solving with others.
Ability to remain calm and productive in stressful, conflict situations. Relate to
various personality styles in a calm and professional manner.
Ability to develop, implement, improve, and install clerical procedures, system, etc.
and maintain sound organizational practices.
Knowledge of departmental, County and WSU procedures and policies.
Maintain a high standard for accuracy, completeness, and efficiency in the preparation of
reports and budgets.
Ability to work independently and be self-motivated to complete required deadlines while
simultaneously completing other tasks.
CAREER LADDER:
This position is assigned by the Department Head and is not part of a career ladder.