USDA Extension Administrative Assistant

Blackfeet Community College•Browning, MT

3d•Hybrid

About The Position

The USDA Extension Administrative Assistant will work under the direction of the USDA Extension Director. The employee assists the Director with the planning, coordination, documentation, and day-to-day administrative functions of USDA Extension activities. The employee must have a general understanding of BFCC procedures for travel coordination and processing, purchasing, requisitions and purchase orders, consultant and contractual paperwork, supplies, and facility use. The position works with a diverse cross section of the community and is expected to provide excellent customer and community service. The employee will assist with organizing classes, outreach activities, community gatherings, intern scheduling with some supervision, and assigned projects. Because Extension activities include gardens, farms, community events, and field-based programming, the employee must also be able and willing to work outdoors and assist with basic garden, farm, events, and program duties when necessary.

Requirements

Associate of Arts (AA) degree required.
Minimum of two (2) years of relevant administrative, office support, program support, or related work experience.
Proficiency with computers, standard office software, and office equipment.
Strong written and oral communication skills and appropriate grammatical usage.
Knowledge of correspondence, confidential records, and administrative filing systems.
Ability to learn and follow Blackfeet Community College procedures related to purchasing, requisitions, purchase orders, travel, contracts/consultants, supplies, and financial documentation.
Strong planning, organization, scheduling, recordkeeping, and follow-through skills.
Ability to coordinate multiple activities, deadlines, and requests while maintaining accurate documentation.
Ability to work effectively with students, employees, community members, vendors, consultants, and program partners.
Ability to maintain confidentiality in all aspects of the position.
Must be a self-starter and able to identify priorities and use sound judgment when handling pertinent information.
Ability and willingness to work both indoors and outdoors in support of Extension programming.

Responsibilities

Maintains an organized administrative filing and recordkeeping system for the department, including purchases, travel, contracts, consultant agreements, events, calendars, and program records.
Prepares and processes department travel documents, including travel requests, arrangements, supporting documentation, and reconciliations in accordance with BFCC policies and procedures.
Prepares and tracks requisitions and purchase orders for program supplies, materials, services, and other approved departmental needs.
Assists with consultant and contractual paperwork, including routing documents for appropriate approvals and maintaining supporting records.
Coordinates ordering, receiving, organizing, and tracking office, program, garden, farm, event, and outreach supplies.
Maintains finance records and requests expenditure reports as needed to assist the Director with monitoring departmental and grant-related activity.
Serves as recording secretary for USDA Extension meetings and maintains meeting files, including minutes, agendas, sign-in sheets, and related materials.
Maintains confidential personnel and contractual records and ensures that pertinent information is filed and kept current.
Maintains student and intern data and files for tracking Extension projects and activities.
Assists with scheduling, logistics, setup, and coordination for classes, workshops, outreach events, community gatherings, and other Extension activities.
Assists with outdoor Extension activities, including garden, farm, greenhouse, field, and community-based projects, as needed.
Provides assistance to Blackfeet Community College in maintaining accreditation and other institutional documentation requirements as assigned.
Performs other duties necessary to support the USDA Extension Program and the functions of Blackfeet Community College.