Administrative Assistant

JOB SUMMARY: The Extension administrative assistant is the first point of contact for the Extension office through calls to the office or walk in clients, and they are responsible for opening and closing the office. The administrative assistant is a vital part of the team who performs bookkeeping, clerical, administrative and business duties that support CSU Extension Montezuma County programming.

A few of our program offerings:

• 4-H Youth Development – Supports Colorado youth participation in hands-on projects including environmental science, rocketry, foods, nutrition, animal science, photography, and more. As a result, they learn valuable life skills such as leadership, ethics, decision making, record keeping, responsibility, and community service.
• Horticulture Education – Includes programs for Colorado Master Gardener volunteers; and yard and garden education.
• Agriculture Education – Focuses on educational topics for adults including livestock production, irrigation management, grazing management, cropping systems, natural resources, small acreage management and applied agricultural research.

PURPOSE OF POSITION: This position is a welcoming face for the Montezuma County Extension office and is often the first point of contact in the office. A primary responsibility is opening and closing the office. This position coordinates and communicates closely with the county extension director and 4-H youth development specialist to provide administrative support for programs, track finances and complete general office management tasks.

RESPONSIBILITIES:

General duties

• Open office in the morning and secure office for the night
• Greet and direct visitors, and filter or forward emails/calls to appropriate Extension staff
• Answer and direct telephone calls in a polite and professional manner
• Retrieve and sort mail for Extension staff
• Pay bills, make deposits and prepare county vouchers as needed
• Maintain accounting records for various accounts including Extension and 4-H programs using CSU fiscal systems as well as Excel
• Assist with 4-H program roles at Montezuma County Fair
• Work with county IT to keep website up to date including online event calendars
• Maintain and order office supplies
• Provide administrative support to CSU Extension educators to administer programs (e.g. create promotional materials in Canva or Venngage; collect and manage registrations; and order supplies, including food, for events).
• Setup and proctor pesticide testing exams for the State of Colorado Department of Agriculture
• Assure compliance with civil rights and affirmative action policies, including reaching out to underserved and underrepresented audiences
• Minor office cleaning and storage closet organization as needed

4-H program specific duties

• Use the 4HOnline program to assist with email and project information
• Maintain 4-H Club Manuals with member enrollment, project and payment information
• Creation and mailing of invoices and process payments
• Verify that required paperwork is completed and returned for various projects
• Order 4-H specific educational supplies including project manuals
• Assist with preparations for 4-H meetings and trainings
• Assist with 4-H/Extension roles for Montezuma County Fair including securing and contracting judges
• Other assistance as requested

SUPERVISION: Works under the direction of the CSU Extension Montezuma County Director.

SUPERVISION EXCERCISED: None

MINIMUM REQUIREMENTS: Minimum education, experience, or combination of education and experience required to obtain this position

• High School Diploma or GED.
• 1 year of experience preferred.
• Valid Colorado Driver's License or ability to obtain such within 30 days from date of hire.

KNOWLEDGE, SKILLS, & ABILITIES :

• Ability to read, analyze and interpret written material.
  • Ability to communicate effectively with the public, both speaking and writing.
  • Ability to work well with co-workers, other agencies, and the public.
  • Ability to follow detailed instructions and independently exhibit attention to detail
• Computer literacy (Word, Excel, Outlook, Canva, Zoom etc.) and technologically savvy
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand; walk; use hands and fingers, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear.

WORKING CONDITIONS: Environment in which the job functions are performed. Work is generally performed in the office. Occasional evening or weekends may be required.

OTHER: Any other qualifications not previously mentioned.

• Dependable and trustworthy
• Excellent attention to detail
• Open to new ideas and ways of doing things
• Adapts to change, flexible
• Handles pressure and uncertainty
• Dealing with difficult people

• Tackles problems when they arise
• Capacity to make reasonable decisions using a common-sense approach to handling situations, obtaining and analyzing facts and applying sound judgment
  • Manage priorities and time effectively
• Carries out assignments without required supervisor follow up
• Does not produce incomplete or unacceptable work

SALARY AND BENEFITS: This position is part-time 29/hour week. Wage will start at $19.66/hour. 1-hour sick leave earned for 20 hours of work. Paid time off is not offered for part-time positions. Time off without pay can be negotiated with supervisor. Contact the Montezuma County Human Resources Department at View phone number on click.appcast.io for benefit details.