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HomeMy WebLinkAboutWSU Extension - Administrative Clerk I JEFFERSON COUNTY Job Description Job Title: Administrative Clerk I Department: WSU Extension Reports to: WSU Extension Director FLSA Exempt Y/N: No Union: UFCW Salary Level: Grade 20 Location: WSU Extension Office Approved by: Human Resources Manager Approved date: March 2020 SUMMARY: Performs duties associated with office reception and administration including general clerical work and Internet based research. Answer phones, greet customers/volunteers, and maintain files. Maintain office web-site and on-line calendars, resource libraries,postage and office supply inventories, by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Ensure that office and facilities are open for regular business hours. Provide keys and security training to all meeting room users including those accessing the facility outside of business hours. Answer the phone and greet visitors in a timely, friendly manner. Ensure that inquiries are either answered or routed to others promptly, which may require program and/or Internet research. Represent WSU Jefferson County Extension in a courteous, helpful manner. Process incoming and outgoing mail and correspondence. Distribute mail to office staff. Schedule room reservations. Track use of facilities using office software. Create timely billing invoices using appropriate software programs. Support WSU staff to increase visibility, market programs, and provide information to local residents and citizens. Develop and disseminate press releases to local news media, create flyers, maintain office bulletin boards, and develop other printed material and flyers as requested by staff. Increase public awareness of WSU programs by managing information in the front office environment and maintain the online events calendar and the WSU Jefferson County Extension website. Coordinate events and support program managers by scheduling facilities and equipment, processing class registrations, assembling handouts/notebooks, preparing mailings and compiling reports from event evaluations. Monitor,track and order office equipment and supplies. Jefferson County Job Description: WSU Extension Administrative Clerk I Page 2 of 4 Coordinate front office volunteers including court-ordered community service volunteers who are assigned to work in the front office and general office volunteers. Screen potential volunteers and ensure applications are complete. Provide orientation and training to office volunteers. Assign tasks for volunteers to perform. Monitor and evaluate work of volunteers. Perform other duties as assigned or required. SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities. COMPETENCY: To perform the job successfully an individual should demonstrate competency in the following: Professionalism -Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of status or position; accepts responsibility for own actions; follows through on commitments. Safety and Security- Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and material 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. Problem Solving- Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics. Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality, listens to others without interrupting; keeps emotions under control; remains open to other's ideas and tries new things. Technical Skills - Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Cost Consciousness- Works within approved budget; conserves organizational resources. 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. , Quality- Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quantity -Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly. 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 task on time or notifies appropriate person with an alternate plan. Jefferson County Job Description: WSU Extension Administrative Clerk I Page 3 of 4 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 one (1) year administrative experience; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to communicate effectively and to read, analyze and interpret documents such as County policies, instruction manuals and software documentation. MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized and non-standardized situations. COMPUTER SKILLS To perform this job successfully an individual should have knowledge of database software, Internet software, spreadsheet software and word processing software. CERTIFICATES, LICENSES AND REGISTRATIONS: Valid Washington State Driver's license. OTHER KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of programs and activities in order to answer questions with accuracy and completeness. Knowledge of room capacity, available equipment, user fees and billing information. Knowledge of State laws, County regulations and policies, and the ability to learn and understand laws, policies and procedures. Ability to remain calm and productive in a busy office under stressful conditions. Ability to decipher inquiries effectively, access available data, and research or give information to customers and callers, ensuring accurate and timely responses. Ability to deal with a variety of people with tact and in a pleasant manner with a high degree of professionalism. Jefferson County Job Description: WSU Extension Administrative Clerk I Page 4 of 4 Ability to establish and maintain effective working relationships with officials, volunteers and the general public. Ability to work as part of a team and to creatively problem solve with others. Ability to work effectively with staff to design and produce effective and attractive flyers, brochures and marketing materials and to ensure timely release of press notices. Ability to handle multiple tasks and multiple interruptions on an ongoing basis. Ability to grasp new techniques and deal with rapid changes in events. Ability to maintain confidentiality, high standards for accuracy, completeness and efficiency in the preparation of reports and documents. Ability to track program attendance and impacts of program attendance Ability to develop/up-date web-site, flyers and posters. 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 stand,walk, sit, use hands to finger, handle, and feel objects,tools or controls; and to talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and 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 the 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 POSITION: This position is the entry level position on a career ladder for Administrative Clerks. The most senior level position is an Administrative Clerk II. Advancement from Administrative Clerk Ito Administrative Clerk II within the career ladder requires meeting the qualifications for Administrative Clerk II and a positive recommendation from the Department Director.