Administrative Assistant 2 - UW Extension

General Summary

Door County UW-Extension is a partnership between Door County government and the University of Wisconsin-Madison Division of Extension. The employee in this position assists the Department Head in carrying out coordination of personnel functions, including workload assignments, departmental budgetary functions, training, and administrative duties as needed.  This position focuses on the following areas. 1) Overall support of the Door County UW-Extension program staff and office operations 2) Develops and coordinates marketing and communications for Door County Extension. Creates and updates materials for marketing educational programs and events on various platforms. 3) Provides administrative support including but not limited to assisting with annual budget preparation, registration, accounts payable/receivable, tracking expenses and revenue.4) Delivers customer service to individuals seeking assistance from Door County Extension. Regular attendance and punctuality along with being prepared to commence work at designated work locations, on the assigned or scheduled days and hours is expected. This position is responsible for providing truthful and accurate written and verbal communications.

Duties and Responsibilities

Essential Job Functions

1. Serves as receptionistanswers inquiries regarding departmental policies, regulations, and services; refers inquires to the proper official or department when appropriate. Provides exemplary customer services to county residents, volunteers, program participants and community partners.
2. Stays up to date on Door County Extension programs and events and coordinates marketing plans to keep the public informed on services, programs, classes, and events.
3. Uses social media and local organizations to market and promote educational programs and share Extension resources, including preparing event press released and editing various articles as needed.
4. Designs brochures, displays, and related educational materials.
5. Monitors office budget and provides reports to Educators as requested.
6. Works with Department Head on budget development and execution. (County and UW Extension). Enters invoices into accounting system for payment; orders office and program supplies.
7. Keeps accurate records (bookkeeping and recordkeeping) for various accounts, soil testing, 4-H enrollment, Master Gardeners, etc.
8. Meets with Extension Educators to coordinate workload, office staffing and to meet deadlines.
9. Develops, maintains, and improves website, social media pages, e-newsletters, and other communication sites
10. Designs, prints and mails monthly/bi-monthly newsletters for 4-H families and Home & Community Education (HCE) members.
11. Works with 4-H members and families, assisting them with on-line 4-H enrollments.
12. Works with 4-H families and leaders to coordinate entries and exhibits at the Door County Fair.
13. Arranges rooms and facilities for meetings and/or trainings by staff and other committees and/or groups associated with UW Extension.
14. Coordinates scheduling and required maintenance of audio-visual equipment between county departments and staff members.
15. Proofreads reports/presentations for accuracy, before being presented or posted to the website.
16. Management of program registration for Extension programs.
17. Compiles data and prepares various financial and program reports.
18. Maintains confidentiality of department operations as applicable.
19. Assists with clerical support for UW-Extension staff as assigned.
20. Performs general office duties – i.e. correspondence, reports, presentations, etc.

General Job Functions

1. Assists Department Head and Educators in day-to-day operations (committee meetings, budgeting, programming, etc.)
2. Completes and submits various reports.
3. Develops forms for classes, maintains databases, collects class fees, etc.
4. Website management.
5. Office filing of reports, forms and bulletins.

Requirements

Required Training and Experience

1. High school diploma or equivalent.
2. A minimum of three (3) years or more of responsible recent work experience in an office setting; or an equivalent combination of training and experience.
3. Ability to type a minimum of 35 words per minute determined by a standard keyboard test.

Preferred Training and Experience

1. A minimum of one (1) year current experience in website composition and maintenance.

Knowledge, Skills, and Abilities Required

1. Knowledge of the UW Extension system functions and information dissemination methods.
2. Knowledge of department terminology, policies, regulations, and relevant county and state codes.
3. Proficiency in modern office practices, business English, arithmetic, and Microsoft Office Suite. Ability to use various technologies, email marketing software, and web conferencing applications like Zoom and Microsoft Teams.
4. Ability to make independent decisions based on department rules and policies, prioritize routine assignments, and work with minimal supervision.
5. Ability to organize materials and develop procedures for special and general assignments without direct supervision.
6. Ability to initiate and evaluate administrative and operational procedures.
7. Knowledge of Civil Rights rules and recordkeeping.
8. Strong verbal and written communication skills.
9. Ability to use tact and courtesy to maintain effective working relationships with employees, county supervisors, officials, and the public.
10. Knowledge of effective communication and marketing strategies.

Physical & Working Conditions

Mostly inside work. Occasional distractions due to walk-in or phone-in clients. Work flow is normally constant, except for seasonal and special programs (i.e., Door County Fair, 4-H club enrollment, budget time). Occasional work out of the office (farms, Door County Fair).

Nearly 100% of time work is performed in a normal office setting with little or no discomfort from temperature, dust or noise. Interacting with other employees, general public, whether walking in or on the telephone may be encountered.

Over 75% of work is performed stationary, working on a computer keyboard and/or telephone with about 10% of work performed moving to and around the various buildings. Over 75% of the work is performed by talking, hearing, and using both far and near vision. Occasional moving of paper and equipment is required up to 10 lbs.

In an effort to provide for continuity of County government and to cope with the problems of the emergency, you may be required to work during a proclaimed state of emergency, consistent with Sec. 323.14, Wis. Stats. and County emergency management plans and programs. 

The above is intended to describe the general content of the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. They may be subject to change at any time due to reasonable accommodation or other reasons.