WVU Hampshire County Extension Secretary - Division for Land-Grant Engagement

West Virginia University

1d•Onsite

About The Position

The Division for Land-Grant Engagement at West Virginia University WVU Extension—Hampshire County is currently accepting applications for a WVU Hampshire County Extension Secretary. About the Opportunity The Hampshire County Secretary is an employee (purposes of salary and benefits only) of West Virginia University and works and is supervised by WVU Extension—Hampshire County. This position works as a member of the WVU Hampshire County Extension Service with responsibilities for office support of the 4-H and Youth Development programs, Families and Community Development programs, and Agriculture and Natural Resources programs, as well as general office support. This employee is supervised by and reports directly to the County Program Coordinator. This is a full-time position working 8am-4pm which may require occasional flexibility with evening or weekend work. Under the supervision, direction, guidance and evaluation of the County Program Coordinator, the WVU Secretary will assume the following responsibilities. We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including: 37.5-hour work week 13 paid holidays (staff holiday calendar) 24 annual leave (vacation) days per year (employee leave) 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof) WVU offers a range of health insurance and other benefits 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s. Wellness programs

Requirements

High School Diploma or GED required.
A minimum of two (2) years of experience in the following: Work or education utilizing telephone, clerical, and/or public contact experience.
A general knowledge and experience with Microsoft Word and Excel are required.
Candidates must possess a high degree of written and/or verbal communication skills in dealing with other employees, clients, and the general public.
The job requires being careful about detail and thorough in completing work tasks.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.

Nice To Haves

Two years of education or training beyond high school is preferred.
Direct work with youth and/or adults in a professional role is preferred.

Responsibilities

Serves as first contact with the public either by telephone or office visits. This position represents and upholds the principles of WVU Extension.
Receives and greets visitors to office area, determines nature of visit and directs visitor to the appropriate staff member.
Answer telephone, screens calls, and communicates messages to staff members.
Performs a variety of clerical and other tasks requiring independent action and decision making.
Compose letters, reports, charts, graphs, manuscripts, forms, and memorandums from rough draft to final form utilizing word process software.
Proofread all typed material and correct errors.
Sorting and opening general office mail, bringing relevant items to the County Program Coordinators (CPC) attention.
Typing / word processing and establishing / maintaining files and records.
Schedule meetings and appointments, prepare or edit agenda and make arrangements for location for events. Confirms and notifies participants of date, location, and purpose of events.
Prepare minutes of meetings and distribute to appropriate people, including staff meetings and Extension Service Committee meetings.
Co-Edit major local program publications. Correct grammar, spelling, format, etc. for any outgoing document. Prepare copies as directed.
Prepares and packages outgoing correspondence and serves as office contact for UPS and FedEx mailing.
Coordinates mass mailing distributions.
Daily pick up of postal mail and deposit outgoing mail in an appropriate location.
Correspond with Maintenance Department for maintenance requests.
Maintain inventory of office supplies advising county program coordinator when supplies are needed.
Enter data into computer, following a specific format.
Technology contact and liaison between Hampshire County and WVU Office of Technology (OT).
OT contact regarding reference, support materials, and software updates. Maintain library of computer resources and updates.
Coordinate technical support between technicians and co-workers.
Assist with maintenance of web page and social media pages.
Serve as a back-up administrator to the ZSuite Database (or subsequent 4-H Database).
Data Entry of Evaluation Results.
Maintain communication between the office and funding bodies which involves frequent calls and/or visits.
Prepare travel expense for agents and provide the County program Coordinator for approval prior to submission to County Commission.
Maintain all budget accounts.
Assures all invoices are forwarded to the County Program Coordinator for approval prior to submission to the County Commission, and the statement is balanced monthly.
Complete applications for EIN numbers for new county clubs.
Prepare and submit county monthly financial reports as required by funding bodies.
Review and sign off on monthly bank statements from all affiliated programs.
Maintain reports showing balance of cash flow of county budgets.
Invoice and purchase office supplies.
Oversees maintenance of office machines and equipment.
Secure funding for postage machine via WVU Extension.
Serve as a team member of the county extension program by participating in extension service committee meetings, office staff meetings, filing proper reports, and offering creative suggestions for program improvement.
Stay in compliance with all University vetting processes, policies and best management practices as they relate to the recruitment, management, and training of volunteers and leaders who support Extension programming.
Assure compliance with civil rights and affirmative action policies including reaching out to underserved and underrepresented audiences.
Foster effective communications and develop strong partnerships with Extension faculty/staff, county officials, and local schools.
In collaboration with the supervisor, serve as a part of the team to provide leadership and support to engage stakeholders through various community groups and organizations.
Provide support for 4-H, CEO, or agriculture-related programs as needed.
Expected to participate in job-related trainings, certifications, and professional development as directed by supervising agent.
Light housekeeping to keep office in appropriate condition.
Work schedule to ensure office is open during regular hours, times of high activity, staff vacations, and/or break periods.

Benefits

37.5-hour work week
13 paid holidays (staff holiday calendar)
24 annual leave (vacation) days per year (employee leave)
18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
WVU offers a range of health insurance and other benefits
401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
Wellness programs

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