Administrative Assistant

Hendricks County Job Description

Title: Purdue Extension
Administrative Assistant

FLSA Status: Non-Exempt

Department: Extension Office

Supervisor: 1)
Office Manager 2) Extension

Educators 3) County Extension Director

Purpose of Position: Provides administrative support to the Purdue Extension Educators and the Extension Program Assistant

Essential Functions:

• Collects, sorts, and distributes incoming mail and prepares outgoing mail
• Perform related duties as assigned by Extension Educators and/or the Extension Program Assistant
• Receives phone calls and visitors, answers questions or refers to the appropriate department
• Competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile individuals
• Orders, maintains and inventories some educational materials provided to the Cooperative Extension Service
• Prepares monthly newsletters, mailings, and electronic correspondences for the Extension related programs
• Prepares print-ready materials to be posted on the Extension’s website
• Maintain and manage programmatic records for various Extension affiliated organizations
• Maintain communication to Extension entities, group, clubs, partners, etc. that work with our program(s)
• Create and maintain SOPs for the different projects/events offered by Purdue Extension of Hendricks County
• Collects, balances, deposits, and manage monies from the sale of publications, program fees, and fund raisers organized through various Extension programs according to Purdue University guidelines
• Remain current with the database systems used by Purdue Extension
• Maintain the databases and keep them current
• Prepare materials for the Extension Educators and/or the Extension Program Assistant that will enhance their teaching
• Assist in managing and organizing clubs and organizations according to Purdue policies
• Work with Extension Educators and/or the Extension Program Assistant in preparing reports for campus
• Assist in organizing various events to assist the Extension Educators and/or Extension Program Assistant

Non-Essential Functions:

• Assist co-workers as needed
• Performs other duties as assigned
• Operate a variety of technical equipment used in offices
• Work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers
• Work independently and make sound business decisions
• Work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions
• Provide public access or to maintain confidentiality of department information/records according to state requirements
• Maintain a working knowledge of, and ability to make practical application of, department policies and procedures, and applicable Purdue University guidelines

Education & Qualification Requirements:

• High school diploma or GED
• Valid driver’s license
• Ability to comply with all employer/department personnel policies and work rules, including, but not limited to attendance, safety, drug-free workplace, and personal conduct
• Proficient in Microsoft Office
• Proficient in the English language and working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing
• A background check will be required for employment in this position

Responsibility:

• Incumbent duties are broad in scope and of substantial intricacy, involving many variables and considerations. Incumbent performs according to department and Purdue University guidelines and general objectives, exercising judgment in presenting research based information and providing guidance for specific situations
• Incumbent works independently; however, supervisor is available to assist with problems if necessary. Most work is received in rough draft format and must be edited and organized into an orderly format. Errors in work are detected through supervisory review of the finished product and can have adverse effects on the office and to members of the public.

Working Relationships:

Working relationships are with supervisor, associates in same department, other county departments, and the general public for the purpose of obtaining and providing factual information.

Working Conditions & Physical Demands:

Work is performed in a standard office environment.

I have read and understand this job description, and its relationship to the position I occupy.

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