CSU Administrative Assistant

CSU Administrative Assistant

Description :

SUMMARY:  The individual works as a member of the Prowers County Colorado State University Extension team. The individual is an hourly county employee paid by Prowers County, subject to the Prowers County Personnel Policy, and entitled to County benefits, but is a representative of both Prowers County and Colorado State University (CSU). The individual works under the guidance and supervision of the Colorado State University Extension Department Head. Performance requirements may be regulated by Prowers County policy as well as Colorado State University policy and procedure. The individual is responsible to maintain regular office hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. The individual may be required to work additional hours at events such as the Sand and Sage Fair, Holly Gateway Fair, and 4-H activities such as the Achievement Banquet and horse shows.

Compensation is provided for the hours worked beyond 40 hours per week pursuant to the County personnel policy.

DUTIES AND RESPONSIBILITIES:

  • Assist with the completion of filings for the organization
  • Coordinate of 4-H and other publication orders, including the processing of checks for payment, and preparing an acknowledgement for orders fu1filled
  • Process accounts receivable and payable, and file receipts according to CSU's requirements for non-appropriated
  • Provide assistance as needed with research for purchase of office products and services
  • Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff. Make sure the office is kept in orderly and clean fashion
  • Assist with review of administrative procedures and development of systems to assure compliance by all 4-H members and
  • Maintain inventory for office supplies and computer software
  • Maintain master calendar of meetings
  • General office duties such as typing, flow of correspondence, filing, requisition of supplies, faxing,
  • Coordinate materials for meetings and training sessions and other activities of the organization
  • Maintain and update program database as needed
  • Receive and distribute all incoming mailing and coordinates outgoing mail, including courier services, and interoffice mail distribution
  • Serve as the lead person in providing support of mailings and keep up-to-date on postal changes
  • Assist in duplication of materials for committee meetings
  • Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics)
  • Assist in the updating of the website
  • Provide administrative support to staff for copying, faxing and large-scale mailings
  • Maintenance of library and classification and filing of new items
  • Respond to staff requests for administrative support as needed
  • Perform other duties and responsibilities as requested with a sense of humor and team spirit. Be 'customer-service' oriented
  • Assume major responsibility for 4-H enrollment system-process material, process enrollment and prepare materials for club distribution
  • Maintain both computer records and file documents for all aspects of 4-H program
  • Prepare and distribute meeting notices and minutes of meetings for 4-H County Council, 4-H Livestock Committee, 4-H Horse Committee and 4-H foundation
  • Work with seedling tree program in distributing order forms, process incoming order forms and coordinate tree pickup notification and prepare tax forms in conjunction with the sale of trees
  • Prepare program and coordinate awards for 4-H Achievement Banquet
  • Coordinate major portion of fair judging materials, assist in coordinating judges- books hotel rooms, prepares judging books, premiums, prepare media results, prepares vouchers as well as bills incurred during the Sand and Sage Fair and Holly Gateway Fair for payment through the Prowers County Commissioners office

QUALIFICATIONS:

  • Minimum one (1) year office administrative support experience is preferred
    • Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure
    • Must have experience in the use of software programs such as MS Word, ACCESS, PowerPoint, Excel, and QuickBooks
    • Ability to work outside in various weather conditions, including temperature extremes
  • Ability to safely, frequently, and independently move and handle an average of 45lbs

SALARY & BENEFITS:

Salary range is commensurate with experience and qualifications. Position will be eligible for benefit package through Prowers County.

Prowers County is an Affirmative Action/ Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, handicap, or national origin.

Contact : Amber Comer @ 719-688-7820 or email her at amber.comer@colostate.edu

Deadline for Applying : May 10, 2021