Administrative Assistant
About The Position
Penn State Extension in Washington County is hiring an Administrative Assistant (Intermediate Support). The Extension Office Administrative Assistant assists with the daily operations of the Washington County Extension Office, supporting efficient office management and administrative coordination within Washington County. This position plays a critical role in financial administration, customer service, office operations, and program support for Extension educators, staff, volunteers, and stakeholders. The position has a strong focus on managing and processing multi-county financial operations using the local and university financial management systems, including accounts payable and receivable, purchase orders, deposits, donations processing, employee and non-employee reimbursements, internal orders, and county allocation budgets. The Administrative Assistant also serves as a financial initiator for educators and staff, supports grants and contracts administration, coordinates office operations and facility management, and provides exceptional customer service to the public and both internal and external stakeholders.
Requirements
- 2 years administrative, office management, or financial support experience.
- Strong organizational and multitasking abilities.
- Excellent communication and customer service skills.
- Proficiency in Microsoft Office (TEAMS and Outlook) and database management systems.
- General Equivalency Diploma (GED) or High School (HS)
- 2+ years of relevant experience; or an equivalent combination of education and experience accepted
- Applicants must be authorized to work in the U.S.
Nice To Haves
- Associate degree, vocational, or technical training preferred.
- Experience with financial management systems such as SAP, Concur, SIMBA, and QuickBooks.
- Experience supporting events, programs, or educational organizations preferred.
Responsibilities
- Serve as Finance Initiator and delegate for multi-county Educators, staff, and designated non-employees.
- Review and monitor unassigned P-Card charges and outstanding expense reports to ensure timely reconciliation.
- Review travel documentation, reimbursement forms, and support materials for policy compliance and accuracy.
- Prepare and process travel and non-travel expense reimbursements using SAP/Concur systems.
- Maintain documentation and records in accordance with university retention policies.
- Participate in required financial and compliance training courses.
- Manage financial accounting for local 4-H and Extension program funds using QuickBooks software.
- Process accounts payable/receivable transactions, purchase orders, invoices, deposits, and fund transfers.
- Complete monthly bank reconciliations and prepare financial reports for leadership and staff.
- Support annual audits and reporting requirements, including PSCE FAIR and PDA Fair Fund reporting.
- Process donations through the Extension Development Office.
- Monitor county allocations and assist with budget tracking and adjustments.
- Manage financial operations for County Commissioner Allocations, 4-H, Master Gardener funds, grants, and county assistance accounts.
- Process purchase orders, non-PO invoices, journal entries, check requests, and fund transfers.
- Prepare financial reports and assist educators and staff with financial tracking and compliance.
- Develop and share financial management tools and training for Area 6 and statewide initiatives as needed.
- Assist educators, staff, and vendors with Payment Works supplier registration processes.
- Verify supplier registration completion within SIMBA and follow up with vendors as necessary.
- Provide front-line customer service by answering phones, greeting visitors, and responding to inquiries.
- Coordinate meetings, workshops, registrations, and special events, as needed.
- Support educators and staff with clerical, financial, and administrative tasks.
- Assist with Salesforce database management, mass communications, and event registration systems, as needed.
- Assists with daily office operations and facility coordination.
- Ensure office security, operational readiness, and administrative coverage.
- Assist with maintenance and troubleshooting for IT, audiovisual, and office equipment.
Benefits
- comprehensive medical, dental, and vision coverage
- robust retirement plans
- substantial paid time off which includes holidays, vacation and sick time
- 75% tuition discount, available to employees as well as eligible spouses and children
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
