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Office Assistant

4 months ago

Appleton, United States Outagamie County, WI Full time

Under the general supervision of the Area Director and Program Educators, the Office Assistant performs a variety of administrative and clerical duties to support the various programs of Extension-Outagamie County. 

Schedule: M-F 8a-4p 

The following duties are most critical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. 

* Prepares brochures, correspondence, mailings, teaching outlines, newsletters, teaching displays, news releases, handbooks, fact sheets, spreadsheets, presentations, reports, forms, surveys and other documents the program may need.
* Utilizes digital tools to collect, coordinate and maintain data for Extension mailing lists and program participants.
* May assist with the ordering, maintenance, and organization of equipment and supplies such as office property, publications, or program supplies.
* Prepares electronic mailings and surface mailings in accordance with postal requirements.
* Reviews and distributes incoming surface and electronic mail and drafts responses to routine correspondence.  
* Serves as receptionist, answering the telephone, taking messages, greeting, directing, and assisting the public, providing program information, and making referrals to specific program educators when appropriate.
* Coordinates details of conferences and workshops including the preparation of the program, agenda, rosters, teleconferences and registration materials.  Summarizes and prepares reports related to registration and program participation.
* Utilizes digital tools to collect, coordinate and maintain data for Extension mailing lists and program participants.
* Receives money, prepares receipts and records information for office following office protocol to achieve successful office reviews and audits. 
* Maintains calendar used to schedule rooms at UW-Extension Brewster, scheduling meetings and events, assisting with technology needs and completing meeting room documentation. 
* Posts information on department website and distributes to media outlets. 
* Prepares plant, insect, forage, disease and soil specimens for testing.
* Works with program volunteers preparing events materials, checking out supplies, etc. 
* Performs other duties as assigned.
* Graduate from high school or G.E.D. including courses in typing, computers, and other related subjects, at least one year of administrative experience;
* Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
* Knowledge of and demonstrated ability to conform to goals, policies, and procedures of the Department as well as the Outagamie County Work Rules and Terms of Employment.
* Ability to establish and maintain effective working relationships with fellow employees.
* Knowledge of, and ability to use, modern office practices, procedures, and equipment such as calculator, computer, photocopier, FAX machine, telephone, etc.
* Knowledge of and demonstrated skill in performing general administrative duties.
* Knowledge of business English, grammar, and spelling skills.
* Ability to maintain accurate and complete records, and prepare clear and comprehensive reports.
* Knowledge of and ability to use   Word and Excel, Experience with Access PowerPoint, and Outlook preferred.  
* Demonstrated proficiency with digital tools for data entry, correspondence, collaboration, and other office functions.
* Ability to maintain composure and effectively use tact and diplomacy with co-workers, general public, etc.
* Ability to organize and schedule work cooperatively and effectively with co-workers.
* Ability to effectively communicate in English, verbally and in writing.
* Ability to understand and follow written and oral instructions.
* Ability to add, subtract, multiply, divide, and figure simple mathematical calculations.
* Ability to intermittently stand, walk and sit.  Ability to lift, carry, push, pull, or otherwise move objects up to 25 pounds, understanding and utilizing proper body mechanics.

OUTAGAMIE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.