Administrative Support Assistant 2
Penn State University
- Penn State Extension
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 02 – D – Non-exempt
- Work Unit:
- College of Agricultural Sciences
- Penn State Extension - Bucks County
- Full/Part Time:
Penn State Extension in Bucks County seeks to hire an Administrative Support Assistant to lead the Financial and Office Management duties of the office. The Administrative Support Assistant will report directly to the Extension multi-county Area 10 Business Operations Manager and will also work closely with the Extension Area 10 Client Relations Manager and Educators to help ensure the smooth and efficient daily operation of the Bucks County Extension office; maintain the office accounting and budgetary financials; assist with county Extension program and events coordination; lead local office customer services; coordinate office communications and schedules; provide direction to Educators for office financials, resources for multimedia product development and publication, and assist with social networking. Perform other complex duties of administrative/financial and office management support as assigned. Specific responsibilities include: Accounting/bookkeeping management for all office financial accounts following Penn State accounting procedures, processes, and information systems (including QuickBooks and the university's IBIS system). This includes but not limited to monitoring budgets, processing office and educator's expenditures, posting, receipting, making bank deposits and reconciling all payments for multiple bank accounts per PSCE (Penn State Cooperative Extension) financial procedures; prepare fiscal, statistical, various monthly and tax reports as needed and prepare all accounts for yearly audit; assist the Business Operations Manager and Client Relations Manager in preparing and administering county budgets; serve as purchasing agent for office supplies and publications; maintain office equipment; coordinate office resource needs for Events Registration Management/processing/coordination for all registrations passing through the Bucks office using Penn State Extension's online event registration tools; answering 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 Penn State test kits and results; help develop, publish and manage news releases for Cooperative 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 generate/distribute mass mailings; assist with planning and set-up of off-site workshops, classes, Board meetings or special events as assigned; assist Extension Educators in maintaining and filing documents and reports for grant programs; perform other duties as assigned or requested by the 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 manner, and exercise sound professional Judgment in carrying out duties assigned by the Business Operations Manager, Client Relations Manager, 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 this county, and other counties across the multi-county area. Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience. Proficient in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred. 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 skills, organizational, and interpersonal skills; 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 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; have advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Penn State's Salesforce web-based customer relationship management software application and proficiency with Quickbooks financial accounting software and Penn State's IBIS system. The position is in the Penn State Extension Bucks County office, 1282 Almshouse Road, Neshaminy Manor Center, Doylestown, PA. This individual will work 40 hours/week, Monday through Friday, some occasional evening/weekend work for events/meetings may require a flexible workday schedule. Full Penn State benefits Included. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding.
These salary bands have been established to provide salary guidelines for staff positions.