Job description

JOB
CLASSIFICATION: Position is based on 32 hour week and normally works 8:00a.m. to 4:30p.m. Monday through Thursday. Covered under collective bargaining agreement between Pipestone County and AFSCME, Local 2424. FLSA non-exempt.NATURE OF WORK: Work involves a variety of clerical, computer, and office management duties requiring knowledge of the programs and procedures of the University of Minnesota Extension Service. Assists professional staff and is responsible for basic function of the office in their absence. Primary functions include day-to-day operation of the office, including financial transactions and record keeping, customer service and the administration of programs and activities. Decisions are made according to established precedent and routine with professional or technical questions referred to the Extension Educators. Instructions are provided for new projects, after which employee works independently in completing duties. Position is under the supervision of the Extension Regional Director, and work is reviewed in progress or upon completion.AUTHORITY: Hired by recommendation of County Extension Educators and Extension Board with the approval of the Board of Commissioners. Subject to a six-month probationary period, pre-employment criminal background check and driving record check.LEGISLATIVE REQUIREMENTS: NoneRELATIONSHIPS: Reports daily to County Extension Educators and to Regional Director as necessary/required.BASIC QUALIFICATIONS: High school graduate/GED.Minimum of one year post-secondary clerical/computer education and a minimum of two years of recent clerical/computer work experience, or an equivalent combination of training and work experience deemed acceptable by Pipestone County.Notary Public, Supervisory experience, background in 4-H, home economics, or agriculture preferred.Valid driver’s license.KNOWLEDGE, SKILLS, AND ABILITIES: Basic bookkeeping and accounting knowledge;Strong word processing and spreadsheet software skills; especially Microsoft Word, Excel, and PublisherAble to communicate effectively in both verbal and written form. Good telephone manner.Able to establish and maintain effective working relationships with a variety of officials, organizations, coworkers, and the general public.Ability to establish priorities and work independently.Organized, accurate, dependable. Ability to respect and maintain client confidentiality.SPECIFIC DUTIES/RESPONSIBILITIES: Includes, but not limited to the following: Essential Duties: Performs clerical duties. Prepares correspondence, reports, agendas, registration forms, minutes and instructional materials. Organizes and prepares newsletters and program information using word processing equipment. Maintains inventory of printed publications. Establishes and maintains up-to-date filing system for materials and records. Prepares and processes mailings.Provides support to Regional Director and county Extension staff. Ensures that office supplies and equipment are available. Assists consumers in accessing Extension publications and information. Arranges meeting locations and handles registration.Provides support to the 4-H staff members. Manages 4-H computer programs, bulletins, records, correspondence and required paperwork. Distributes and collects enrollment and registration forms.Assists in preparation for annual county fair. Prepares required reporting of the 4-H program. Serves as information source for 4-H clubs and leaders.Provides support to the Nutrition Education Assistant, including entering and maintaining information for the Nutrition Program Participation Database.Performs bookkeeping/accounting duties for various program areas of the office. Utilizes current computer programs to maintain county extension budget and 4-H Leaders’ Council budget. Directs 4-H youth leaders in sharing maintenance of 4-H checking and savings accounts. Prepares payroll vouchers and timesheets, income and expense vouchers, monthly income reports. Assists in the preparation of annual Extension budget. Tracks budgets and provides regular updates to supervisors as needed.Interviews, screens and refers callers and walk-in clients. Answers routine questions, referring professional or technical matters to the educators. Provides and handles billing of published information on request. Explains policies, regulations, and procedures of departmental programs/activities.Supervises seasonal and part-time program/clerical personnel, to include participation in selection, assigning duties, scheduling work, training, and evaluating finished product.Updates current knowledge of University of Minnesota functions through attendance at seminars, workshops, and computer training.Orders supplies and equipment, signs pre-approved documents in absence of the educators. Responsible for basic functions of the office. Serves as technology contact for the office. Troubleshoots equipment problems and loads new software. Maintains accurate and current Extension web page.Provides support for and/or serves as contact point for Pipestone County Master Gardeners, K-5 Work team in collaboration with the Rock/Pipestone County collaborative, Home Study Groups, Pipestone County Corn and Soybean Growers and Pipestone County DHIA.Observes prescribed health and safety precautions in the performance of all tasks.Performs other related work as directed.Access to Not Public DataThe incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, incumbent must properly store the not public data according to the provisions Ch. 13 Minnesota Government Data Practices Act.PHYSICAL REQUIREMENTS: In a typical day, this person sits five hours, stands two hours, and walks one hour. Notable physical demands include: (1)occasional bending, squatting, kneeling, crouching, reaching at shoulder level or higher or below the knee, pushing/pulling; (2)occasional lifting and carrying of up to twenty five pounds; (3)frequent need for verbal and written communication ability; (4)frequent need to hear normal conversation, seeing with far acuity and full field of vision; (5)continuous need to see with near acuity; (6)frequently works with and around office machinery; (7)frequent work at chest and shoulder height. High level of attention to detail and deadlines, especially during county fair season. Occasional requirement to attend evening meetings. Some travel required.The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. This is not to be construed as an exhaustive list of all duties performed by personnel so classified.This job description does not constitute an employment agreement between the employer and the employee, and is subject to change by the employer as the needs of the employer and the requirements of the job change.

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