Administrative Assistant (Summer Seasonal)

Morton County•Mandan, ND

About The Position

NDSU Extension Service provides Morton County collaborative support to deliver educational programs in six key areas: Agriculture & Natural Resources, Family and Community Wellness, 4-H Youth Development, and Parenting Education. This position performs a wide range of administrative and various office support activities for the department and/or managers and supervisors to facilitate the efficient outcome of service embodying teamwork and collaboration. Responsible for using a wide variety of administrative skills including computer knowledge, organizational abilities, business intelligence, and database program use. Must demonstrate knowledge and ability to appropriately communicate and interact with the staff, clients, families and visitors of all age groups. Work is normally performed under general supervision and may involve specialization or knowledge in a specific subject matter. Incumbent in this position may be asked to complete special projects; and must exercise a high degree of professional discretion and tact when handling sensitive or confidential information or records.

Requirements

Requires a high school diploma or GED, and two years of office support or clerical experience should be able to work efficiently without supervision and have strong task management abilities; OR a combination of vocational education, training or experience that provides equivalent knowledge, skills and abilities relevant to the position.
Proficiency in keyboarding, personal computer, basic computer skills – Outlook, Word, & Excel, grammar, and/or spelling skills is required.
Valid Driver’s License Required.

Responsibilities

Screens incoming calls, directs calls, and takes and transmits messages; greets visitors and provides assistance; research general questions; utilize outlook email, calendar, and respond to requests for information; update and maintain mailing and email lists.
Receives, sorts, and distributes various mail and correspondence to appropriate personnel; records retention, filing records retention, and office inventory; gather data, sort, file, retrieve and research material.
Receives, opens time stamps and distributes incoming mail.
Receive and secure monies, complete associated transaction forms, calculate receipts, prepare deposits, determine coding, post invoices, vouchers and other fiscal data; calculates and verify vouchers and invoices for billings-using correct line item from budget; perform basic accounting assisting in budget preparation.
Provides routine data entry using various databases; create online registration forms and surveys using complex computer program (Qualtrics), Google forms, etc., Pesticide Program database.
Coordinate workload(s); assists in ensuring the proper flow of paperwork exists within an assigned department. Answers written or oral inquiries of a routine to complex in nature; schedule appointments, conference rooms and other locations for meetings, county fleet vehicles, verify data, provide follow up, and communicate appointment schedule to appropriate parties. Assist and coordinate with staff on projects; register participants at meetings; may assist in presenting programs with staff; educate others on various topics statewide via Microsoft Team or Zoom; attend various meetings.
Maintain and manage 4-H Online; assist in coordination and preparation and follow through of 4-H Achievement Days and 4-H Recognition Night; assist in the creation of budget for 4-H Achievement Days; coordinate 4-H educational learning labs for western half of ND; contact point for western half of state for FairEntry computer program.
Assist and participate in other Extension activities as appropriate including some support activities during the Morton County Fair.
Assist in developing presentations; create complex flyers, brochures, online registration forms, programs, newsletters, etc.; update webpages and Facebook.
Performs other duties as assigned.