Administrative Assistant Coop Ext (Barren Co)

TITLE: Administrative Assistant (Barren County Agricultural Center)

DEPARTMENT: Cooperative Extension Program

REPORTS TO: Western Regional Extension Director

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Non-Exempt 

JOB SUMMARY: 

The Administrative Assistant under the direct supervision of the West Regional Extension Director, performs a variety of Extension and secretarial duties for the Extension Program with a focus on the Barren County Agricultural Center Events. To support West Regional Extension Director and staff Extension personnel: interacts with the public, makes travel arrangements, and assists on travel documents, keeps a calendar for all Barren County Agricultural Center events, creates purchase orders, conducts research for pricing for supplies and equipment, works with high schools in Kentucky, as well as assists in some student outreach events. Additional duties include, processing forms, performing data entry, and establishing and maintaining records. Enters data, draft, edit, revise, and print letters, tables, reports, and other materials for the unit.

Most often duties include answering and directing phone calls, filing information, and managing office supply needs to support faculty and staff Extension personnel: interacts with the public. Additional duties often include tasks such as scheduling appointments, coordinating program events, greeting visitors, and maintaining organized file systems for the program staff.

ESSENTIAL JOB FUNCTIONS:
 

• Supports the West Regional Extension Director and needs of the Barren County Agricultural Center office and Extension program.
• Keeps a calendar for all Barren County Agricultural Center Events.
• Makes travel arrangements and assists on travel documents and assigns vehicles to travelers.
• Research pricing for supplies and equipment, creates and processes requisitions.
• Works with high schools in the area and assists in some student outreach events.
• Performs a wide variety of typing assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.
• Daily interactions with the public, staff, and faculty
• Creates and distributes correspondence, reports, and other documents.
• Proof and edit letters, success stories as well as enters program contacts into the Kentucky Reporting System (KERS)
• Assists with creating and maintaining frequent publications for community and partners.
• Performs data entry and maintains files, database, and record retention.
• Maintains budgets and accounts.

• Creates and processes requisitions, travel arrangements, budget transfers, and check requests for staff, faculty, guests, and students.
• Travel to Frankfort, Kentucky for meetings, in state and outstate professional development assigned by West Regional Extension Director.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Organization and Coordination skill
• Ability to create, compose, and edit written materials.
• Knowledge of supplies, equipment, and/or services, ordering and inventory control.
• Word processing and/or data entry skills.
• Ability to maintain confidentiality of records and information.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain calendars and schedule appointments.
• Ability to develop and compose newsletters, flyers, and social media content.
• Ability to understand and follow specific instructions and procedures.
• Ability to perform simple accounting procedures.
• Skill in the use of operating basic office equipment.
• Receptionist skills.