Part Time Secretary

Job Description

Job Description

PART-TIME SECRETARY

Purdue Extension – Steuben County / 4-H Fair Board

Position Summary

The Part-Time Secretary provides administrative, clerical, and organizational support to Purdue Extension and the Steuben County 4-H Fair Board. This position assists with day-to-day office operations while providing coordination and administrative support for 4-H programming and Fair Board activities. The position works closely with the 4-H Youth Development Educator, Extension staff, full-time secretary, and 4-H Fair Board.

Primary Responsibilities

Office & Administrative Support

• Answer phones, greet visitors, respond to inquiries, and direct questions to appropriate staff.
• Prepare correspondence, meeting notices, minutes, newsletters, and other materials.
• Maintain calendars, schedules, records, and online databases.
• Receive, record, and process payments on behalf of Purdue Extension and the 4-H Fair Board; prepare receipts and maintain accurate financial records in accordance with established procedures.
• Prepare materials for meetings, workshops, programs, and other activities.
• Assist with mailings, printing, copying, filing, and general office organization.
• Provide backup support to the full-time secretary as needed.

4-H & 4-H Fair Board Support

• Assist with annual 4-H Fair preparation, including coordinating judges and volunteers, completing required background checks, and preparing related materials.
• Assist with Fair Board meeting preparation, records, and follow-up.
• Assist with fair office operations during the 4-H Fair.
• Assist with newsletters, social media, promotional materials, and other communications.
• Assist with thank-you cards and other appreciation efforts.
• Assist with State Fair project delivery.
• Assist with other 4-H events and activities as assigned.

Qualifications

• High school diploma or GED.
• Ability to communicate professionally and effectively with coworkers, volunteers, youth, families, community members, and the public.
• Working knowledge of standard office practices, English grammar, spelling, and punctuation.
• Ability to use computers, standard office equipment, and common software applications.
• Ability to use social media and electronic communication tools.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, meet deadlines, and work effectively with interruptions and changing priorities.
• Ability to work independently and as part of a team with minimal supervision.
• Ability to occasionally work extended, evening, or weekend hours, particularly during the 4-H Fair and special events.

Work Schedule

Part-time, approximately 12-16 per week , with a flexible schedule based on Extension programming, Fair Board activities, office needs, and the 4-H Fair schedule. Some evening and weekend hours may be required.

Reporting Relationship

The position reports directly to the 4-H Youth Development Educator/County Extension Director, with responsibilities and priorities coordinated with the Extension office, full-time secretary, and Steuben County 4-H Fair Board.

Physical & Work Environment

Work is primarily performed in a standard office environment and may involve prolonged periods of sitting, standing, walking, and occasional lifting or carrying of materials. The position may require additional physical activity and extended hours during the 4-H Fair and other special events.

General Statement

The duties listed above are representative of the knowledge, skills, and abilities required for the position. Responsibilities may be adjusted based on the needs of Purdue Extension and the Steuben County 4-H Fair Board. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.