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Custer County has a position open for an Extension Administrative Assistant. Full-time. Wage is $19.60 per hour. Full benefits. Custer County is an equal opportunity employer. Custer County shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities. This position description is intended to reflect core areas of responsibility and an incumbent employees' knowledge and skill set needed to complete those functions. This document is not intended to catalog each individual duty; employees are routinely called upon to address emerging employer requirements in alignment with individual work units and assignments of jobs. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer change. Reasonable accommodations may be made to enable individuals with disabilities to perform any non-essential functions. Work Unit Overview: An incumbent in this position may be assigned to any county department; while various departments have different work environments and functions, all county departments must maintain an open and customer service-oriented environment, cooperate with other County departments and governmental entities, and keep accurate and timely records and information. Job Summary: The Administrative Assistant performs a variety of technical and administrative tasks in support of department goals and functions such as preparing correspondence, performing internal and external customer service, and researching and preparing technical reports. Duties also include performing clerical functions such as taking meeting minutes, basic bookkeeping, managing filing systems, assisting professional staff with special projects and responding to information requests. Essential Functions (Major Duties or Responsibilities):These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs. Essential Functions: Perform routine clerical and administrative work answering phones, referring messages, receiving the public, providing customer service. Maintain phone and visitor log. Enter data and word processing in accordance with standard operational procedures in support of department functions and objectives. Including maintaining shared document files with agents and volunteers (teams, h-drive). Operate and maintain office equipment. Perform customer service duties, including screening correspondence, telephone calls, and visitors for a principal administrative employee in a small County department or major division of a large County department; independently schedule conferences, conference calls, meetings or appointments; refer matters not needing the personal attention of that person to the appropriate staff personnel; track progress to ensure timely reply by supervisor or staff as needed. Perform a variety of fiscal support and accounting duties which include monitoring and balancing various accounts. Prepare claims and maintain staff and payroll records. Assist with providing budget input particularly related to office equipment and supplies; acting as liaison between department and Auditor, Finance Office, Treasurer, Accounting, Human Resources, and Grants in resolving problems and responding to inquiries regarding available grant funds, billing amounts, and budget line items by locating appropriate information in files or on computer and responding to specific problem or inquiry; and reviewing contracts and billing procedures. Work closely with 4-H Council treasurer to maintain financial record for the Custer County 4-H program. Record receipts for all deposits that pass through the extension office. Submit records travel vouchers for Extension Agents. Maintain the office in a professional and business-like manner. Including a cordial office atmosphere and assist clientele as needed. Work as a team member with agents to develop, conduc and evaluate programs. Maintain effective communication with MSU Extension personnel across the state. Develop a good rapport with clientele, volunteers, youth, civic groups, business entities, and government agencies. Set up and maintain a variety of files and records including confidential or personal files and ensure that only authorized personnel have access to contents of files in accordance with operation procedures. Set up and maintain subject matter; chronological, alphabetical, and numeric file systems according to managerial requests, functional use or administrative guidelines. Act as custodian of department documents and records. Request, compile and record 4-H enrollment information. Perform a variety of secretarial duties associated with the administration of a county department including responding to various inquiries and complaints from the public and program constituents by determining and asking appropriate questions to identify information needs, explaining applicable policy or procedure, locating pertinent information in files, or directing caller to appropriate sources based on legal requirements (e.g., in case of formal complaint, etc.). Contact extension specialists and other agents in the absence of the Custer County Extension agent in order to fulfill client requests. Assist Agents with long-term and special administrative projects that require statistical research, budget analysis, accounting, organizational statistics, legislative analysis and other similar research. Assist in evaluating programs to ensure they meet the needs of the participants. Receive and distribute incoming mail and process outgoing mail according to established procedures to ensure proper parties obtain mail in a timely manner. Copy, package, and distribute a variety of materials as requested. Answer a variety of routine and semi-technical questions related to MSU Extension Custer County's, functions, procedures, regulations, and programs of the agency after determining that information may be given; answer inquiries for complaints which do not need policy interpretation or expertise. Handle requests for information appropriately and use judgment in handling sensitive information by adhering to department rules of confidentiality. Compose, type and edit a variety of correspondence, reports, memoranda, and other material necessary to conducting county business and ensure that content is accurate and complete. This includes newsletters for the Extension program areas of 4-H, agriculture, community vitality, and family and consumer sciences. Completing ongoing paperwork for grant funds allotted to the department and typing news releases and sending them to the newspaper or radio. Compose and prepare accurate forms for various diagnostic procedures of crops, water, and canning devices. Keep proper documentation with submittal to appropriate analytical laboratories. Perform office testing of nitrates in feed samples, water, and canner dial gauges in absence of county agent. Maintain MSU Extension Custer County webpages and social media pages. Maintain calendars and set up appointments for administrative and professional staff; confirm or reschedule appointments based on mutual agreement and knowledge of their work schedules, notify appropriate persons and interested parties of rescheduled appointments, anticipate the need of reference materials to be used by them and/or participants and assemble materials for their use, brief employees of the nature of appointments prior to their scheduled meetings. Facilitate 4-H, agriculture, community vitality and family and consumer science educational programs. Maintain list of duties, promises, missions, requirements and miscellaneous business for department heads or the County Commissioners to have available whenever needed. This may include maintaining a bidders list and sending notices to bidders. Supervise central supply activity to ensure department is stocked with needed sup