Job description

FUNCTION:
The Office Support Assistant is to work as a team member with all Extension staff in responding to local requests for information and assisting with program delivery support. The Office Support Assistant will provide primary responsibility to the specific tasks listed below. This full-time, 12-month position in the Livingston County office is available contingent upon annual funding.

ORGANIZATIONAL RELATIONSHIP:
The position is administratively responsible to the Unit Business Manager who reports to the County Director.

DUTIES & RESPONSIBILITIES:
The Office Support Assistant will be responsible for the following:

Fiscal 5%

1. Perform the following fiscal duties as requested by the County Director and Unit Business Manager. Report and transfer all fiscal expenditure/receipt documents as directed to Unit Business Manager:

• Report and transfer all fiscal expenditure/receipt documents as directed to Unit Office Support Specialist
• Manage and reconcile cash drawers, and receipt processes for transactions, and prepare and deliver deposits. Send receipts and documentation monthly to Business Manager.
• Update equipment inventory tracking for Livingston office.
• Additional fiscal duties as requested by the County Director and Unit Business Manager.

General Office Duties 65%
2. Perform general office duties including but not limited to:

• Open and close the office for office hours of 8 a.m. – 12 p.m. and 1 – 4:30 p.m. Monday – Friday.
• Serve as receptionist (telephone calls, assisting walk in clients and at specific programs).
• Schedule maintenance and repair of office machines including Mondopad, check out/robotics computers, postage machine updates, AED and Fire extinguisher checks.
• Open, and distribute mail to staff.
• Maintain/organize workroom and storage areas.
• Assist County Director, Unit Educators, and program support staff with clerical needs as requested.
• Maintain and update entrance and office informational racks and bulletin boards.
• Monitor/order publications for library and resale purposes (including pricing). Report and transfer all expenditure/receipt documents as directed to Unit Business Manager.
• Assist with all Livingston Extension programs (online, phone, and mail registrations; meal planning; supply purchases; equipment/room reservations; room set up).
• Work with Unit Publicity and Promotion Specialist on unit-wide mailing lists.
• Assist Livingston Master Gardener volunteers with minimal clerical needs.

4-H Duties 25%
3. Perform the following 4-H duties:

• Assist Livingston 4-H Program Coordinator with maintaining all 4-H records; using ZSuites for all 4-H records for statistical information; enrollments; fee payments; labels; fair registrations; and for reports sent to State 4-H office.
• Assist with material preparations and communications for 4-H events.
• Assist Livingston 4-H Program Coordinator with ordering and inventorying all 4-H materials. Report and transfer all expenditure/receipt documents as directed to Unit Business Manager.
• Assist Livingston 4-H Program Coordinator with oversight of 4-H loan materials.
• Maintain record of 4-H Club member payments.
• Assist with the Livingston County 4-H Show as appropriate to job description (includes irregular hours).

Misc 5%
4. Other duties as assigned.
5. Assist with the total University of Illinois Extension program as appropriate to job description.
6. Comply with Affirmative Action/Equal Opportunity policies/guidelines in all aspects of Extension work

WORK SCHEDULE
The work schedule will consist of 37.5 hours/week. Any hours in excess of 37.5 per week or 7.5 hours per day will be paid as overtime at the rate of 1-1/2 times regular pay if approved by the County Extension Director in advance.

KNOWLEDGE, SKILLS and ABILITIES:

• Secretarial training and office environment experience particularly with accounting and office procedures.
• Desire to interact with clients.
• Ability to meet the public with a pleasant, composed and cordial manner, and to speak clearly and concisely.
• Ability to work independently, while positively contributing as part of a professional office team.
• Good organizational, management, and problem-solving skills.
• Good listening skills.
• Ability to communicate (verbal and written) well with a wide variety of people.
• Computer experience, including Microsoft Office Suite.
• Must be dependable and must maintain work hours as needed and assigned.
• Knowledge of Affirmative Action/Equal Opportunity policies and guidelines in all aspects of University of Illinois Extension work.
• Knowledge of Extension programs.
• Ability to follow instructions and perform work accordingly.

DIFFICULTY:
This position requires an understanding of generally accepted office procedures. The person in this position must be able to be flexible, multi-task capable, and willing to engage in professional staff development to maintain required technical skills.

PERSONAL RELATIONSHIPS
Interaction includes, but is not limited to, staff of Unit 12, community members, volunteers, and leaders in Unit 12 counties, and Extension offices within Illinois. Appreciation of diversity and a willingness to help are required.

ENVIRONMENTAL DEMANDS:
To perform the functions of this position, the employee will be required to perform work both within an office and outside in the communities that are served, and must have the capability to travel from one location to the other in a timely fashion.
Employee is responsible for securing personal transportation. A valid driver’s license is preferred. Some work will be required during evenings and/or weekends. When working, the employee may be exposed to a variety of environmental factors to include, but not limited to, hot or cold weather, exposure to noise and allergens, and uneven ground. In performing the functions of this position, the employee may be subjected to various mental and physical demands as well to include, but not limited to, independently traveling to and performing work at different locations, lifting and moving items that may occasionally weigh up to forty (40) pounds and frequently weigh up to twenty (20) pounds, and twisting, pushing and pulling movements. More detailed information regarding the functions of this position (including the physical, mental and environmental requirements of the position) may be obtained from Human Resources for the College of Agricultural, Consumer and Environmental Sciences (ACES).

Job Type: Full-time

Pay: $18.19 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: One location

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