Administrative Assistant

Under the direction of the County Extension Director, the Office Manager provides secretarial support and performs daily office functions for the Allen County Extension Office.

ESSENTIAL FUNCTIONS:

• Greet and assist clients/volunteers who are seeking information and services provided at Purdue Extension.
• Answer incoming phone calls/emails and direct them to the appropriate educator or resource.
• Responsible for supporting the 4-H Youth program, which umbrellas Allen County 4-H, Inc., community clubs, livestock clubs, SPARK clubs, adult and youth volunteers.
• Responsible for filing, inventory, supply ordering and restocking.
• Proofreads correspondence.
• Assists with the research, documentation, design, production and distribution of marketing materials, newsletters, brochures, reports and workshop materials.
• Produces necessary forms, mailings and media releases for all 4-H Youth program related functions and events.
• Takes minutes, summarizes and distributes for staff conferences, as needed.
• Provides support to other program areas as needed.
• Provides support to clients for diagnostics sampling, including the handling of both poisonous & non-poisonous plant and insect specimens for identification, as well as soil collection samples for testing.
• Processes incoming mail, including sorting, distribution, processing forms and recording monies received.
• Previews, prints and sends electronic mail.
• Maintains 4-H online database to track member and volunteer records.
• Maintains mailing lists to provide information to individual 4-H club leaders.
• Maintains 4-H Fair entry software edits to classifications for classes and exhibits, accepts member entries, processes check-in reports, fair show schedules/brochures, and enters completion and placings for each project.
• Maintains county web page, submitting program information, resources and calendar entries. Updates pages as necessary.
• Maintains EEO/AAE File (Equal Opportunity/Affirmative Action Intuition).
• Processes diagnostics samples for educators to identify, including the handling of both poisonous & non-poisonous plant and insect specimens for identification, as well as soil collection samples for testing.
• Assists with website content and traffic in conjunction with Extension Educators.
• Assist with administering Purdue Extension – Allen County social media pages.
• Maintains online data for 4-H Federal reporting.
• Performs all other duties as assigned, with overtime as required.

REQUIREMENTS:

• High School Diploma or GED
• More than one year experience with Microsoft Office, including Publisher, Word, Outlook, Excel and PowerPoint

REQUIREMENTS (continued):

• Working knowledge of computers, peripheral equipment, internet and intranet connectivity; standard office equipment, assorted printers, fax, scanner, copier, typewriter, postage meter, electronic scale calculator,
• database, collator, binding machine, folding machine, multiline phone and mimeograph machine
• Ability to remotely troubleshoot and assist via telephone with hardware and systems and upgrades with office
• Strong written and verbal communication skills
• Strong customer service skills
• Must be bonded and insured by Purdue University

DIFFICULTY OF WORK:

The Administrative Assistant performs secretarial, clerical and receptionist duties essential to the division of 4-H Youth.

RESPONSIBILITY:

The Administrative Assistant makes choices and takes actions in performing a variety of relatively standardized assignments or tasks. Errors are readily detected and corrected through supervisory review or by other means, or are tolerable whenever and wherever discovered. Consequences are localized and limited to loss of time or comparable minor adverse effects.

PERSONAL WORK RELATIONSHIPS:

The Administrative Assistant maintains frequent contact with other County employees and the public when answering the telephones and corresponding via fax and email, providing support for the 4-H Youth division.

WORKING CONDITIONS:

The Administrative Assistant works in a standard office setting with ability to move about freely, some lifting of up to fifty pounds, bending, pushing/pulling, reaching overhead, kneeling, crawling, climbing ladders, typing, exposure to dangerous temperatures, noxious odors, poisonous plants, and various insects.

SUPERVISION:

None

LICENSING:

Must be bonded and insured by Purdue University

IMMEDIATE SUPERVISOR:

County Extension Director

HOURS:

8:00 AM – 4:30 PM and as needed; 37.5 hrs./week

EEO CATEGORY:

0106

WORKERS’S COMP CODE:

8810