Extension Administrative Assistant / License Clerk

Renville County•Olivia, MN

About The Position

The Extension & License Services Specialist serves as the primary point of contact for customers by delivering responsive service via phone, email, and in-person interactions. Provides administrative, technical, and program support including document preparation, data entry, records management, and report generation. Maintains office systems, communications platforms, and financial records to support Extension programming and departmental operations. Process motor vehicle, driver’s license, and DNR transactions; collect and reconcile state and county revenues; and prepare required reports and deposits. Performs duties independently under limited supervision while collaborating with internal staff and external partners.

Requirements

Associate's degree (A. A.) or equivalent from two-year college or technical school and two years of related work experience; or equivalent combination of education and experience.
Valid driver’s license.
Must be a Certified Title Clerk within 12 months of hire.
Must pass a background check including fingerprinting.
Must pass the required data practices training on an annual basis for all systems.
Complete all training modules for MNLARS/MNDRIVE, FASTDS, and DNR within three months of hire.
Knowledge of basic accounting principles and the ability to apply them.
Knowledge of general business practices, governmental regulations, technical procedures, and professional standards.
Working knowledge of computer software including Microsoft Office, Google Suite, QuickBooks, web page software, cash register, and credit card machine and the ability to learn specialized program software such as 4-H Online and FairEntry.
Strong written and verbal communication skills, including the ability to write reports, business correspondence, and procedure manuals.
Effective presentation skills and the ability to respond to questions from groups of managers, clients, customers, and the public.
Mathematical skill sufficient to calculate figures such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Proficiency in the use of standard office and financial software systems.
Ability to read, analyze, and interpret business periodicals, professional journals, technical procedures, and governmental regulations.
Ability to solve practical problems and manage a variety of concrete variables in situations with limited standardization.
Ability to interpret instructions furnished in written, oral, diagram, or schedule form.
Ability to establish and maintain effective working relationships with superiors, county staff, and the public.
Ability to perform occasional cleaning duties as required.
Ability to apply common sense understanding to carry out instructions furnished in written or oral form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to define problems, collect data, establish facts and draw valid conclusions.
Ability to deal with customers who are under stress, and who may be angry, hostile, verbally aggressive, and may use language that would be considered inappropriate in normal business interactions.

Responsibilities

Customer Service & Front Office Operations: Serve as primary point of contact by answering telephones, greeting visitors, directing inquiries, and responding to requests.
Provide accurate information, referrals, and assistance to the public via phone, email, and in-person interactions.
Maintain a professional and customer-focused environment while managing high-volume interactions.
Deliver courteous, equitable customer service in all interactions.
De-escalate difficult situations using tact and conflict resolution skills.
4-H & Extension Program Support: Support 4-H members and volunteers with enrollment, registration, and program participation.
Maintain and update 4-H databases; generate reports and ensure data accuracy.
Provide logistical and administrative support for 4-H programming and events.
Ensure compliance with 4-H policies and stewardship requirements.
Update and maintain websites, social media platforms, and listserv communications.
Develop and distribute program communications through print, digital, and media channels.
Support public awareness of Extension programs through coordinated outreach efforts.
Provide clerical, technical, and administrative support to Extension staff and programs (4-H, Master Gardeners, Educators, and leadership).
Create, edit, and manage electronic and printed materials including reports, newsletters, flyers, and program documents.
Operate office equipment, coordinate with IT for troubleshooting and maintenance.
Manage incoming and outgoing mail and maintain organized filing systems.
Order, track, and maintain office supplies and publications.
Prepare, format, and distribute correspondence, agendas, meeting minutes, and other documents.
Coordinate meetings by preparing agendas, materials, and communications.
Process per diems and maintain related documentation.
Support special programs such as the Farm Family Award.
Provide logistical and administrative support for Extension committees.
Coordinate and manage 4-H county fair database, including registrations, reporting, and exhibitor documentation.
Prepare and distribute fair materials such as premium books and judge packets.
Support animal identification processes and exhibitor requirements.
Procure and organize event supplies and materials.
Coordinate logistics and provide on-site support for fairs, ceremonies, and events.
Financial & Accounting Functions: Process deposits, invoices, vouchers, and accounts payable transactions.
Maintain and reconcile financial records; review monthly financial statements.
Ensure accuracy and compliance in all financial documentation and reporting.
Manage financial records for 4-H using QuickBooks.
Reconcile daily financial transactions and prepare required reports.
Handle cash and electronic payments; prepare and complete deposits.
Compliance & Professional Development: Maintain current knowledge of policies, regulations, and program requirements.
Participate in training, professional development, and required certifications.
Ensure confidentiality and proper handling of sensitive information.
License Clerk (Assistant Deputy Registrar) Duties: Respond to inquiries regarding motor vehicle, driver’s license, and DNR transactions.
Interpret customer needs and resolve complex or unique issues.
Review documentation for accuracy; calculate and collect appropriate fees and taxes.
Process transactions and enter data into state systems accurately.
Educate customers on applicable statutes, rules, and procedures.
Maintain expert-level knowledge of motor vehicle, licensing, and DNR regulations and systems.
Must be able to work with a high degree of confidential work and sensitive issues.
General Operational Duties: Verify identity documents and ensure compliance with regulatory systems (e.g., NMVTIS).
Maintain knowledge of licensing classifications, endorsements, and specialty registrations.
Support land records, elections, and other county functions as assigned.
Perform additional duties as required to support departmental operations.