What are the responsibilities and job description for the Dade County Extension Administrative Assistant position at University of Georgia?

Posting Details

Posting Number

S13236P

Working Title

Dade County Extension Administrative Assistant

Department

CAES-Northwest District CES

About the University of Georgia

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https : / / www.uga.edu / ) . The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly formed School of Medicine.

About the College / Unit / Department

UGA Cooperative Extension was founded in 1914 to bring research-based agricultural information to the people of Georgia. County agents and specialists throughout the state share information on issues like water quality, profitability in agribusiness, family wellness, and life skills. County agents provide soil and water test kits and instruction, advice on safe pesticide use, publications, computer programs, and lessons in consumer skills to improve Georgians' quality of life. They are the local experts in food safety, proper eating habits, child safety, and parenting. UGA Extension coordinates 4-H, Georgia's largest youth program. Each year, almost 200,000 young Georgians participate in community projects, summer camps, and conferences on today's issues while having fun and learning to work together. The leadership skills and values they learn in 4-H last a lifetime. UGA Extension reaches more than 2.6 million Georgians through education programs each year. Millions more rely on UGA Extension's publications, educational news articles, and public television programming for advice and information.

College / Unit / Department website

https : / / extension.uga.edu / county-offices / dade.html

Posting Type

External

Retirement Plan

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full / Part time

Full Time

Work Schedule

Additional Schedule Information

8am - 5pm

very occasional nights / weekends)

Advertised Salary

36,000

Posting Date

02 / 12 / 2025

Open until filled

Closing Date

Proposed Starting Date

04 / 01 / 2025

Special Instructions to Applicants

Location of Vacancy

Other North Georgia Area

EEO Policy Statement

The University of Georgia is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https : / / www.usg.edu / policymanual / section8 / C224 / #p8.2.18_personnel_conduct .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https : / / www.usg.edu / policymanual / section6 / C2653 .

Position Information

Classification Title

Office / Clerical Assistant

FLSA

Non-Exempt

1.00

Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education / experience in lieu of the required minimum qualifications.

Preferred Qualifications

Position Summary

The County Extension Administrative Assistant is most often the public's initial office contact, and as such, must maintain a good attitude while being respectful and courteous to the clientele. This position is a non-exempt professional staff role within UGA Extension, and responsible for handling the many resources offered by an Extension Office. The Administrative Assistant is responsible for a variety of general office tasks, including the standardized office duties, which involve using a certian level of independent judgment based on knowledge gained through experience. This gained knowledge is necessary to effectively carry out duties of the job and the incumbent is expected to manage their administrative duties by developing techniques and procedures, as appropriate. Assignments, which depart from established institutional or county procedures, are to be approved by a supervisor. The Administrative Assistant may be involved in coordinating functions, and should work cooperatively, with all county extension office faculty and / or staff. Coordinating these functions may include creating a program file, creating promotional material, drafting correspondence, preparing mail-outs, posting promotional material on social media, and / or completing on-line registration. The Administrative Assistant is administratively responsible to the County Extension Coordinator and District Extension Director.

Knowledge, Skills, Abilities and / or Competencies

Knowledge and efficient use of business grammar, punctuation and mathematics.
Excellent communication skills to answer telephone and greet the public.
Knowledge of general office procedures / skills and systems in addition to effective office practices.
Willing and able to learn about all of the services and resources available to County Extension clientele and the ability to assist clientele with access to these services and resources.
Knowledge, experience, and comfortable use of a variety of office equipment including desk / laptop computer, fax machine, scanner, copier, calculator, credit / debit card machine, and document shredder.
Proficient in software programs, including current word processing (e.g. Microsoft Word), spreadsheets (e.g. Excel), accounting software programs, other Microsoft Office suite applications / programs (e.g. PowerPoint), and data management such as QuickBooks On-Line.
Exhibit high standards of professionalism in personal contacts, appearance and work habits.
Possesses necessary personal skills to perform public relations responsibilities effectively.
Self-motivating with ability to multi-task effectively and handle responsibilities with little oversight.
Ability to establish and maintain effective working relationships with county, district and state staff, local government employees and clientele.

Physical Demands

Occasional light lifting.

Some degree of physical activity for this position (e.g. handling samples, demonstration materials, and audio-video equipment).

Sitting for extended periods of time at a computer, desk, or office role.

Driving as needed to perform job duties.

Is driving a responsibility of this position?

Is this a Position of Trust?

Does this position have operation, access, or control of financial resources?

Does this position require a P-Card?

Is having a P-Card an essential function of this position?

Does this position have direct interaction or care of children under the age of 18 or direct patient care?

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)

Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website .

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website .

Duties / Responsibilities

Answering incoming telephone calls and greeting walk-ins.

Processing incoming and outgoing mail.

Assisting clientele with access to Extension resources and services including printed publications, online content, other educational materials, and sample submission for all diagnostic services (e.g. soil and water tests, feed and animal waste analysis, radon testing).

Receiving various types of samples for analysis / diagnosis, collecting necessary information to process samples; entering information into Data Transfer (if applicable), preparing samples for shipment to UGA AESL . Receiving and forwarding results / reports to clientele through regular mail, email, or contacting for pick-up.

Maintaining consistent and effective work habits to make efficient use of time and resources.

Ensuring office hours are covered to assist clientele and conduct day to day operations.

Compiling activities and events on shared calendar.

Maintaining office inventory of publications, office supplies, and materials as needed.

Organizing the office filing system in a manner that corresponds with the standard for all Extension offices.

Coordinating office tasks with other county staff as necessary.

Exploring and capitalizing on various professional improvement opportunities available.

Assisting County Extension Coordinator with personnel procedures, (i.e., hiring / terminating staff, benefits information, etc.)

Percentage of time

Duties / Responsibilities

Budgeting allocated funds so that equipment, supplies, travel expenses, and other program supports are within limits and seek additional resources for programs.

Receipting income, completing deposit slips, issuing disbursement checks, entering and maintaining financial transactions through QuickBooks On-Line, reconciling financial statements and completing required documentation.

Maintaining all paper financial records (receipt books, deposit books with bank receipts, completed vouchers, etc. for a seven-year period). As well as any other appropriate records for fiscal reporting.

Keeping financial records current within the existing month.

Preparing / assisting in preparation of Form 990 for the prior calendar year.

Preparing / submitting required annual reports to the District Office.

Compiling copies of promotional flyers, newspaper articles, agendas, meeting minutes, and financial reconciliations, etc.; mailing the copies to the District Office once each month.

Maintaining a spreadsheet listing all transactions using postage stamps; (e.g., date, program area, number of items mailed, number of postage stamps used, etc.)

Preparing various accounting forms and exercise basic accounting responsibility in reconciling local Extension budgets.

Maintaining inventory of :

Equipment with a purchase price of $250.00 or more; purchased partially with district funds.

Equipment with a purchase price of $250.00 or more; purchased with county funds.

Office supplies (copy paper, paper clips, etc.)

AESL supplies (shipping boxes, soil sample submission bags, water collection bottles, etc.

Replenishing office and AESL supplies when needed.

Percentage of time

Duties / Responsibilities

Performing specific tasks for certain program areas as specified by the District Extension Director or County Extension Coordinator.

Conducting all duties in accordance with The University of Georgia Cooperative Extension Equal Opportunity plan EEO / AA that ensures all educational programs, assistance, and materials to all people without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.

Other duties as assigned.

Percentage of time

Salary : $36,000

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