SECRETARY I

COUNTY OF LAPEER•Lapeer Township, MI

2d•Onsite

About The Position

Under the supervision of the MSU Extension Director, the Secretary I provides administrative and secretarial support for the Director and one or more program areas. This role involves maintaining financial records, including recording income and expenditures, writing checks, and preparing books for auditors. The Secretary I also supervises and collaborates with other clerical staff to support extension agents, performing tasks such as word processing, maintaining files and records, and addressing the diverse needs of the public regarding Extension services. Key responsibilities include extensive word processing for designing brochures, flyers, correspondence, reports, and grants, as well as compiling and distributing newsletters. The position requires operating a personal computer for data input and processing, including workshop registrations and material requests. The Secretary I serves as a direct secretary for the Extension Director and Agent, handling visitors and telephone inquiries, providing information on MSU Extension programs, and assisting with topics like home horticulture, agriculture, and Master Gardener programs. Further duties encompass supervising and training support staff and volunteers, processing soil, insect, and plant samples for testing, and responding to pesticide-related questions under technical supervision. The role also involves distributing and managing technical information bulletins, handling payments and receipts, and establishing and maintaining departmental personnel files, databases, and mailing lists. General support services such as mail handling, ordering supplies, and copying are also part of the job. Additionally, the Secretary I may attend meetings on behalf of the Director, assist with client registration, 4-H Online records, communications, and the MSUE Volunteer Selection Process, and manage social media accounts, website updates, and event creation on the MSU website.

Requirements

High school graduation, or equivalent experience.
2 years of secretarial experience which provided a working knowledge of the computer programs used by the department and included customer service experience.
Knowledge of financial procedures, spreadsheets, Excel, Word, Publisher and computer skills.
Customer service experience and exposure to MSE Extension program areas.
Effective writing and communication skills.
Skill in word processing with the ability to type 40 words per minute.
Ability to work independently.
Ability to enter and retrieve documents from filing systems.
Ability to enter and access information to the computer.
Ability to train and supervise the work of others.
Ability to lift and/or move boxes and supplies weighing up to 30 lbs.

Nice To Haves

Advanced coursework in word and data processing, bookkeeping, and accounting.
Some exposure to Extension program areas.
Knowledge of desktop publishing software.
Prior supervisory experience.

Responsibilities

Operates a personal computer to perform extensive word processing including the design, layout, and preparation of brochures, flyers, correspondence, reports, grants and other documents.
Compiles, lays-out, prepares and distributes newsletters for program areas.
Operates a personal computer using various software programs to input and process data, including workshop and program registrations and requests for audio visual and other materials.
Serves as secretary for the Extension Director and the Agent.
Receives visitors and responds to telephone calls from the general public, providing information related to MSU extension programs and services and on specific topics within assigned program areas.
Assists in finding information relating to home horticulture, agriculture, and Master Gardener programs.
Supervises and trains support staff and volunteers and maintains responsibility for selection, training, and approval of leave.
Receives and processes soil, insect, and plant samples from the general public for testing.
Obtains accurate and complete information for each sample, collects appropriate fee, and prepares sample for forwarding to test site.
Maintains records for same.
Under technical supervision, responds to questions on pesticides, including identification and treatment.
Distributes appropriate technical information bulletins to office and telephone callers as requested.
Orders and maintains supply of bulletins for distribution and sale to the general public.
Receives payment and issues receipts.
Maintains the financial records for the MSU Extension.
Records income including several grant funds, makes deposits, keeps books on expenditures, receipts, records and processes sales tax.
Writes checks.
Prepares books for auditor.
Establishes and maintains department personnel files, data bases, records and mailing lists to maintain an effective information system for assigned program areas.
Performs a variety of support services such as opening and distributing mail, postage, ordering supplies, making copies and related tasks.
May attend meetings on behalf of the Director.
Assist with registering clients, developing registration lists and producing sign in sheets as well as assist with 4-H Online records, 4-H enrollment, club records, 4-H communications, and the MSUE Volunteer Selection Process (VSP).
Manages social media accounts and website updates.
Creates events on MSU website which includes registration.