What are the responsibilities and job description for the Office Manager position at Iowa State University Extension and Outreach?
Town/City
Northwood
Base County
Worth
Counties Served
Worth
Objective
The Office Manager ensures that the accounting, clerical and administrative portions of the County Office are accomplished effectively and efficiently. The Office Manager is responsible for the first point of contact with clientele and ensures service to the public and support to programming staff. The position requires customer relations skills, a willingness to work with the public, and the ability to maintain a positive attitude. This position also requires initiative, punctuality, efficiency, confidentiality, adaptability to change and to a varying workload and an interest in self-improvement. The Office Manager works in a team relationship with other staff members in the office.
Responsibilities
Bookkeeping Responsibilities
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Job Type
Part Time
Hours
29-32 hours per week (July-April), 32-40 hours per week (May-June). Flexibility required for occasional extended hours.
Wages (type)
Hourly
Wages (status)
non-exempt
Wages
Commensurate with experience
Benefits
02/21/2025
This position will remain open until filled
Northwood
Base County
Worth
Counties Served
Worth
Objective
The Office Manager ensures that the accounting, clerical and administrative portions of the County Office are accomplished effectively and efficiently. The Office Manager is responsible for the first point of contact with clientele and ensures service to the public and support to programming staff. The position requires customer relations skills, a willingness to work with the public, and the ability to maintain a positive attitude. This position also requires initiative, punctuality, efficiency, confidentiality, adaptability to change and to a varying workload and an interest in self-improvement. The Office Manager works in a team relationship with other staff members in the office.
Responsibilities
Bookkeeping Responsibilities
- Initiates all accounting transactions. Writes receipts in appropriate receipt book for money received. Prepares documentation and deposits funds received. Receives and processes payables/expenditures and ensures checks are mailed. Prepare invoices, collects and reconciles accounts receivables.
- Performs routine accounting functions and applies good problem-solving logic.
- Handles tax and benefit paperwork for new county-funded employees; sets-up employee payroll information in the accounting system; assists with set-up of new Net ID and business cards ordered through campus and maintains employee files.
- Prepares universal time sheets/travel sheets for all employees for signatures.
- Prepares reports for projects and grants including accurate balances tied to the accounting system. Makes sure that reports are prepared in a timely fashion in accordance with the county council meeting cycle.
- Maintains all hard copies for grant monies, income, expenditures, receivables and other required reports. Maintains hard copy files of voucher and receipt documentation for archives as well as permanent manual folders/files archived differently according to records retention policy. Ensures employee-related records are maintained correctly. Ensures confidentially controls are in place for employee permanent records.
- Assists in budget preparations with staff and County Extension Education Specialist. Maintains official hard copy yearly financial summary book for budget documents including final published report for permanent safekeeping. Prepares hard copy files for audit.
- Collects necessary signatures by Treasurer/designee; ensures checks and all financial documents are distributed timely.
- Ensure the office is open and operational during business hours as set by the Ag Extension Council. This includes unlocking the office at the start of the day, securing it at the end, and maintaining staffing schedule for the office.
- Provide administrative assistance to management and council, including scheduling meetings, managing correspondence, and maintaining office supplies.
- Receives and manages office calls/walk-in clientele, making appropriate referrals.
- Provides administrative support for the regional director, Council, and county staff.
- Maintains records including contracts, agreements, resources, contact information, volunteer lists and inventory of office equipment.
- Compiles and maintains distribution lists and mailing databases.
- Orders office supplies and maintains supplies needed by the county office and county staff.
- Manages Worth County Website - updates, programs, newsletters and calendar.
- Tracks expenses for special programs and printed reports when requested by staff.
- Utilizes all technologies available to staff and clientele.
- Sorts and route incoming mail and packages, meter outgoing mail and take to postal mailbox.
- Orders publications - keep resource files, reception area literature and bulletin board postings current.
- Assist with educational program duties, such as managing registrations, ordering of refreshments, setting up of audio/video equipment, preparing and printing required documents and mailing paperwork and payment to campus.
- Attends scheduled office and regional staff meetings, trainings, webcasts and professional development.
- Schedules and coordinates with the Fair Board the use of the meeting room.
- Maintains the annual Stakeholder's Report with news clippings, photos, 4H memberships, etc.
- Prepares council correspondence, completes administrative forms and prepares other miscellaneous reports.
- Operates office equipment and assists in keeping equipment in good working order.
- Completes news releases and sends out to area media as needed.
- Works with Regional Director in managing the office computer system.
- Performs other duties as assigned.
- Associate degree or equivalent work experience
- Friendly, service-oriented personality
- Strong written and verbal communication skills
- Excellent organizational and time management skills
- Great customer service and interpersonal skills
- Tactful when communicating with others
- Keen attention to detail
- Professional attitude and appearance
- Ability to be resourceful and proactive when issues arise
- Proficiency with common word processing and computer layout and design software (including Publisher and Word)
- Comfortable in a fast-paced environment
- This position is 29-32 hours per week, part-time hourly (non-exempt) position for the months of July through April. For the months of May and June, the allowable hours for this position are 32-40 hours per week as needed to support summer programming and fair preparation and delivery.
- From time to time, the position may require more than 40 hours of work per week (i.e. during the County Fair). The Regional Director must approval any additional hours or overtime prior to the occurrence.
- Priority is to ensure the office is operational during council authorized office hours as posted to the public and to support staff ability to work outside of the office when necessary.
Apply Now
Job Type
Part Time
Hours
29-32 hours per week (July-April), 32-40 hours per week (May-June). Flexibility required for occasional extended hours.
Wages (type)
Hourly
Wages (status)
non-exempt
Wages
Commensurate with experience
Benefits
- Mileage for use of personal vehicle in the performance of approved duties will be paid at the current Worth County travel allowance rate.
- IPERS (Iowa Public Employee Retirement), access to ISU medical and dental insurance plans, vacation, sick, and 9 holidays (pro-rated to FTE).
02/21/2025
This position will remain open until filled
