Administrative Assistant

Midland County•Midland, TX

16d•Onsite

About The Position

The Extension Administrative Assistant provides administrative assistance to the county and state Extension Agents serving Midland County. This role includes serving as the initial contact point for all communication within the office, preparing regular reports, assisting agents with the annual county budget, maintaining office inventory, being the point of contact for volunteer groups’ needs for facilities and social media advertising, and assisting agents with contracting internal and external partners to serve the AgriLife Extension clientele.

Requirements

High school diploma, or an equivalent.
3 years of experience of administrative support roles, ideally within agricultural industries.
Proficient computer skills with keen attention to details.
Communication skills (verbal and written)
Ability to multi-task, organize, and adapt to shifting priorities
Working knowledge of Microsoft Office Suites, particularly Excel, Teams, Outlook, and OneDrive.
Working knowledge of social media and graphic software, including but not limited to, Facebook, Instagram, and Canva.
Strong attention to details, critical thinking, and problem-solving abilities.
Individuals must have a valid drivers’ license and dependable source of transportation.
Must be insurable by agency insurance carrier, have valid Texas driver’s license, provide proof of insurance, and have adequate transportation.
Must be able to receive a Texas Notary Commission and be an enrolled Texas 4-H Adult Volunteer within the 30 days of starting the position.

Nice To Haves

Previous knowledge of the Texas A&M AgriLife Extension Service or Texas 4-H programs are preferred but not required.

Responsibilities

Provide day-to-day administrative support to all agents.
Answer telephone, including answering questions, and directing calls.
Schedule the use of county facilities for various AgriLife events.
Perform public relations functions, including producer requests and news releases.
Assist all agents with scheduling calendars, programming, and committee meetings.
Maintain inventory of publications and resources for the agents.
Maintain and update files, directory, inventories of property and handbook.
Prepare and edit general correspondence for all agents.
Relay information to clientele on a variety of issues.
Prepare and distribute various publications and maintain and update Social Media platforms as requested by agents.
Prepare notices, agendas, minutes, and sign-in sheets for various committees.
Assist with program registration, planning, programs, invitations, certificates, attendance, and evaluations for events.
Update distribution lists, membership, ADA posting and Affirmative Action/Civil Rights Report.
Assist with 4-H Program Assistance needs including but not limited to, typing letters, notifying schools of student absences, entering validation information, receiving and processing entry fees, communicating with schools and families about 4-H events.
Maintain contact lists for committees, volunteer groups, and stakeholders.
Assist all agents in various events and programs, usually by making assorted copies to be used as handouts at said programs.
Assist all agents with maintaining and preparing reports for fiscal year, purchase orders, budget requests and requisitions, property inventory, and updating information in NewWorld.
Assist agents with any special reports required by funding organizations.
Assist all agents with cleaning, organizing, and maintaining the office.
Assist the County Coordinator with preparing and acquiring the necessary county information to be shared with the Texas A&M AgriLife Extension Service District Office.
Maintain professional supervision of the volunteer groups and committees as directed by the appropriate agent.