Secretary III – UW Extension (Part-Time)
Performs comprehensive and responsible secretarial duties for Area Extension Director, maintains financial records of Extension, prepares annual budget, provides leadership to Extension support staff, and uses individual judgment, and initiative; applies specialized knowledge in performing duties regarding established procedures, laws, and regulations; performs related work as required.
Applies specialized knowledge of the department in which employed.
Receives telephone calls and visitors and answers various inquiries providing information on departmental services and functions.
Maintains office records.
Receives payments, issues receipts, accounts for monies handled. Prepares deposits.
Tracks grant funds and related paperwork received by Extension monies.
Enters invoices into New World accounting system for payment; issues Purchase Orders; orders office supplies.
Prepares Extension budget. Tracks spending throughout the year.
Completes required county financial reports.
Maintains department website, Facebook page, e-newsletter, and other social media.
Designs brochures, displays, PowerPoint presentations and related educational materials.
Compiles data and prepares various reports.
Maintains a calendar of meetings and other events pertaining to Extension Programs, along with other support staff.
Maintains confidentiality of department operations as applicable.
Completes necessary paperwork to hire staff. Maintains hiring records for department.
Attends meetings in the absence of the department head to obtain information.
Trains and instructs employees regarding office procedures.
Maintains communication with colleagues in other county Extension offices and the State Program Area.
Accomplishes work related to the successful implementation of Extension Programs by Extension staff.
Performs related functions as assigned.
Minimum Qualifications Required
Education and Experience:
Minimum of an Associate’s Degree in office administration, marketing, communications, graphic design, or related field, or three years of office experience relating to managing finances or marketing/communications; or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities.
Licenses and Certifications:
Knowledge, Skills & Abilities
Knowledge of general office skills, practices and procedures.
Knowledge of business English, spelling and grammar.
Knowledge of financial management practices.
Knowledge of and ability to utilize a computer and the required software.
Ability to utilize social media, i.e., Facebook.
Ability to communicate effectively both orally and in writing.
Ability to follow fairly complex oral and written instructions.
Ability to learn and apply the specialized knowledge and skills of the department in which employed.
Ability to operate standard office equipment.
Ability to accept responsibility and to exercise independent judgment.
Ability to maintain confidential office records and to prepare accurate and timely reports.
Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
Ability to establish and maintain effective working relationships with staff and the public.
Ability to train and instruct other employees.
Ability to work the required hours of the position.