ADMINISTRATIVE ASSISTANT

Department / Division: COOPERATIVE EXTENSION

FLSA STATUS: Non-exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide administrative and clerical support. Duties and responsibilities include, but are not limited to, supervising staff, preparing correspondence, assisting development of budget, recording receipt and expenditure of funds, maintaining library of publications providing support to several local, state, federal, and university agencies and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Develops departmental budget, compiling cost figures, etc. maintains accurate record of monies received and expended for various programs coordinatesprocesses purchase orders. Receives, sorts, processes, and distributes incoming mail answers, reviews, and initiates correspondence as necessary resolves citizen questions and complaints. Maintains budget, inventory, personnel and other files checks and records departmental inventory annually. Welcomes official and public visitors, answers visitor questions, answers telephones and responds to questions as business indicates, gives directions, and provides other information as requested resolves complaints or concerns. Collects, processes and enters information into computer to generate various reports for UGA State Office, county and related agencies, and for the public. These reports include: plan of work, travel reports, publication orders, crop reports, vegetable and poultry survey, budget transfer form, surplus equipment form, and others. Maintains cataloged library of over six hundred educational publications. Attends training sessions, seminars, and committee meetings to stay abreast of current policies, procedures, regulations, and trends. Prepares job advertisements for newspapers and the labor department furnishes employment applications, explains job position, administers typing test files personnel records, Personnel Actions sheets, Appointment papers, etc., notarizing as necessary. Serves as liaison between Athens-Clarke County departments, answering questions, providing assistance, attending meetings, etc. serves as liaison for citizens and the University of Georgia for extension service needs. Maintains current address file on Extension clientele for notices of meetings, correspondence, newsletters, etc. Responds to after hours emergency calls, etc. when necessary. Fills in for County Extension Secretary with various office tasks as necessary in case of absence. Completes out of office errands as needed. Performs other related duties as required.

Knowledge, Skills and Abilities

Has thorough knowledge of the principles, practices and procedures of the operations and functions of the Cooperative Extension Department. Has considerable knowledge of office management and human resource management practices, policies and procedures as necessary in the completion of daily responsibilities. Is able to administer policies, procedures, plans and activities and to monitor performance of subordinates against measured established goals. Knows how to administer operations and staff plans. Is able to develop and implement long-term goals for the department in order to promote effectiveness and efficiency. Has considerable knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the job. Knows how to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental operations and activities. Is able to effectively communicate and interact with subordinates, management, employees, members of the general public and all other groups involved in the activities of the Cooperative Extension Service department. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has good organizational, management, human relations, and technical skills. Is able to use independent judgement and discretion in managing subordinates including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has the mathematical ability to handle required calculations using statistical calculations. Is knowledgeable and proficient with computers. Is able to read, understand, and interpret personnel and financial reports and related materials. Requires the knowledge of computer software necessary for the performance of this job. Requires the knowledge of unified government budget processes and bookkeeping systems, as well as understanding UGA, state, and Federal Government regulatory procedures. Possesses skill in oral and written communication, interpersonal relations, and operation of modern office equipment.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training or related experience required an Associates degree in business, secretarial science, or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Supervisory experience is preferred. Must be or have the ability to acquire Notary Public status. Must possess a valid drivers license.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including a computer, printer, typewriter, adding machine, photocopier, facsimile machine, and telephone. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to forty pounds of force occasionally, andor up to twenty pounds of force frequently. Physical demand requirements are at levels of those for light to medium work.

DATA CONCEPTION:

Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes giving receiving assignments andor directions to co-workers or assistants from supervisors.

LANGUAGE ABILITY:

Requires ability to read and understand a variety of a computer program guides, maps, publications, policy manuals, informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare purchase orders, news articles, correspondence, First Accident Report, and other assorted reports and documentation using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgements in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including accounting, personnel, and marketing terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide utilize and determine percentages interpret graphs compute discount, interest, profit and loss, ratio and proportion etc. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment and a computer programs.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a computer, printer, typewriter, adding machine, photocopier, facsimile machine, and telephone. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

DISCLAIMER: THE INFORMATION CONTAINED ON THIS WEBSITE IS PROVIDED "AS IS" AND WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED ON THIS SITE OR IN ANY REFERENCED LINKS. [ Read More ]