Administrative Support Assistant 3
Penn State University
- Penn State Extension
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 03 – F – Non-exempt
- Work Unit:
- College of Agricultural Sciences
- Extension - Washington County
- Full/Part Time:
Penn State Extension in Washington County seeks to hire an Administrative Support Assistant to be the office’s office manager and IBIS/ERS financial assistant. The Administrative Support Assistant will report directly to the Extension Area 6 Business Operations Manager (BOM) and will also work closely with the Extension Area Client Relations Manager (CRM) and Educators to help ensure the smooth and efficient daily operation of the Washington County Extension office; maintain the office IBIS and ERS accounting systems; assist with county Extension program and events coordination; provide local customer services support; help with office communications, multimedia product development and publications, website management through PLONE, and perform other duties of administrative and university financial office support. Specific responsibilities can include: Accounting/bookkeeping/financial management for the office’s financial accounts following Penn State accounting procedures and systems. This includes but not limited to monitoring budgets, processing expenditures, posting, receipting, making bank deposits and reconciling all payments for multiple bank accounts per Penn State financial procedures. Serve as purchasing agent for office supplies and publications; maintain office equipment. Support the educators with processing and coordination of event registrations passing through the Washington office using Penn State Extension’s online event registration tools; answer phones, greetings, referring, assisting visitors, clients, staff or others, schedule appointments, meetings, programs and assisting in coordination of volunteers; respond to telephone or written inquires; receive and distribute email and multimedia communications. Manage the ordering and distribution of all PSU test kits; help educators develop, publish and manage news releases for Extension programs. Work with educators to develop and provide program advertisements, flyers, brochures and follow-up media releases; maintain educational resource and publication files, order publications as necessary; maintain Customer Relationship Management program files and databases in Salesforce and assist in the generation and distribution of mass mailings; assist with planning and set-up of on-site workshops, classes, Council meetings or special events as assigned; assist Extension Educators in maintaining and filing documents and reports for grant programs and the Civil Rights Audit; Perform other duties as assigned or requested by the Area Business Operations Manager. The Administrative Assistant must maintain a professional appearance, represent The Pennsylvania State University and the county Cooperative Extension office in a professional, positive manner, and exercise sound professional judgment in carrying out duties assigned by the BOM, CRM and Extension Educators. The Administrative Support Assistant should be able to assume the temporary/occasional role and duties of the other office support staff on an “as needed basis” in other counties across the multi-county area. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Preferred qualifications include experience with Penn State accounting systems including IBIS and ERS along with QuickBooks accounting software. The Administrative Assistant must have the ability to work as part of the Extension team as well as to work independently and have the ability to follow procedures as determined by Penn State Extension. Candidates must have excellent communication, phone, organizational, and interpersonal skills; have a positive, can-do attitude; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information; experience in a team environment with excellent team skills; proficient in the use of internet searches, file formatting, document retrieval, and e-mail is required. Have the ability to work independently to multi-task, and to prioritize work load in a fast-paced ever-changing environment. Candidates should possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, an be able to quickly learn Penn State’s Salesforce web-based customer relationship management software application. The position is located at the Washington County Extension Office at 100 W. Beau St., Suite 601, Washington, PA. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding. This is an 87.5% full-time equivalency (FTE) job. This individual will work 35 hours/week, Monday through Friday 9:00 a.m. - 4:30 p.m. with a half hour unpaid lunch. Some occasional evening/weekend work for events/meetings may require a flexible workday schedule. Full Penn State benefits included.
These salary bands have been established to provide salary guidelines for staff positions.