Office Manager / Administrative Assistant

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General Information

Job Posting ID 8761214 Creation Date Jul 09, 2019
Employer Posting No --- Closing Date Jul 23, 2019
Job Site Address MARLIN, Texas 76661 Employer Type Private Sector
Openings 1

Job Description

The office manager works under the direct supervision of the County Coordinator. The County Extension office is a business office. It is the responsibility of the office manager to help maintain a business atmosphere yet create a feeling of goodwill through the courteous treatment and efficient service.

I. Serves as Office Manager:
Opens office on time and remains on duty throughout office hours. Sees that office is neat and orderly in appearance. Assumes responsibility for inventory and ordering office supplies; arranges for repairs on office equipment; prepares requisitions for accounts payable; prepares travel request for Extension Agents; plans and schedules meetings; maintains payroll records for support staff; attends weekly office conferences; taking and transcribing minutes; processes and files paper work; prepares reports required by department; coordinates paper flow and records; stays current on county, State, and federal procedures concerning the Texas A&M AgriLife Extension Service, Cooperative Extension Program, and files reports when necessary; gathers information for yearly budget; keep up to date database of Extension committees and grass root organizations; reviews incoming correspondence; prepares outgoing correspondence.

II. Serves as Secretary to Extension Agents:
Has good skills in typing, spelling, punctuation, and grammar. Uses preferred correspondence style and proofreads all work. Sets up priority for jobs if possible; otherwise, checks with agents regarding priorities. Uses own initiative in the absence of instruction. Types, faxes, and makes photo copies. Maintains mailing list for newsletters, media, and elected officials; puts together and assembles teaching materials. Designs and publishes newsletters. Creates programs, certificates, and activity flyers for various programs. Assist in preparing and scheduling programs and activities. Sends out notices and prepares agendas for meetings.

III. Receptionist – Public Relations:
Learns inter-relationship of Texas A&M AgriLife Extension Service and Cooperative Extension Program with other Federal and State agencies and local associations and organizations to the extent that they can properly direct office callers wanting information available from agencies, associations or organizations. Gives prompt and courteous answers to questions of office callers. If agents are out of office, supplies information when possible and keep a record of callers and information requested for agents’ use if follow-up is necessary. Must be especially careful to be of assistance in a friendly business-like manner to callers.

IV. Telephone:
Answers telephone, properly identifies office and speaks clearly and distinctly. Handles routine inquiries on own initiative – refers other calls to appropriate agent. Keeps a record of calls received in absence of agents and delivers all messages. Knows the whereabouts of the agent and expected time of return to office as well as where the agent can be reached if necessary.

V. Incoming and Outgoing Mail:
Opens and reads incoming mail excluding mail marked administratively confidential, sorts and distributes mail to agents, assemble information needed to answer letters and attach any pertinent previous correspondence. Calls agents’ attention to urgent requests or other communications requiring prompt attention. Maintains calendar of meetings, conferences, meeting room schedule and deadlines for reports requested which may be part of the information received in mail.

Understands mail regulations well enough to assist staff members in avoiding violations. Maintains official mailing lists desired by staff members. Uses the computer to maintain up to date mailing lists. Keeps mailing lists for assigned staff members current by revising periodically.

VI. Financial Management:
Understands and complies with Best Practices: Financial Resource Management contained in the Resource Manual of Texas A&M AgriLife Extension Service. Collects money for various activities sponsored by Falls County Extension. Assists with 4-H/county committees; complete documentation transfers of receipted funds. Maintains a status of being bonded as outlined in the Resource Manual.

VII. Office Machines and Computer Programs:
Is competent in the use of various office machines – fax machine, typewriter, computer, adding machine, copy machine, postage meter, scanner, binding machine, VCR/DVD TV, and digital camera. Has a working knowledge of computer programs and can utilize Email, Microsoft Office programs such as Word, Excel, Publisher, PowerPoint & programs such as Adobe etc.

VIII. Regulations and Policies:
Familiar with various regulations and policies that apply to the county office. Attends office staff conferences to be informed of all phases of the Extension program. Has a personal interest in the success of Extension programs in the county and willingly accepts responsibility for working with all extension agents to ensure the success of the programs.
Participates in an annual performance review conducted by the County Coordinator with input from the other Extension Agents. Participates and serves as representative attending Falls County Courthouse meetings as requested ie; safety committee etc. to keep informed of the Falls County Courthouse Government.

IX. Special Programs:
Assists with work on special projects such as fairs, meetings, tours, 4-H events and contests etc. as approved by the County Coordinator.
Supervisory Experience Required No
Additional Pay Details Salary Commensurate with Exprerience
Shift Days (First) Duration Regular
Workweek Full Time
Benefits
  • Medical/Health Insurance Plan
  • Retirement Plan
  • Vacation Leave
Veterans Only No
Federal Contractor No
Eagle Ford Shale Job No
Is this job related to Hurricane Harvey Clean-up/Restoration? No

Job Requirements

Occupation Executive Secretaries and Administrative Assistants
Minimum Experience and Education  2 yrs   0 mos and High School Diploma/GED

- OR -

Occupation Secretaries, Except Legal, Medical, and Executive
Minimum Experience and Education  2 yrs   0 mos and High School Diploma/GED

- OR -

Occupation Office Clerks, General
Minimum Experience and Education  2 yrs   0 mos and High School Diploma/GED


Additional Requirements

Typing Speed 60 Words Per Minute
Basic Computer Skills
  • EMail Software (Outlook, Thunderbird, etc)
  • Graphics or Drawing Software (Photoshop, etc)
  • Internet Browser (Internet Explorer, Firefox, etc)
  • Personal Computers
  • Spreadsheet Software (Calc, Excel, etc)
  • Word Processing Software (Word, WordPerfect, etc)
Specific Computer Skills Microsoft Office, Adobe,
Language
  • English; Fluency - Excellent (Read, Speak)
Driver's License Type Class C - Standard Driver's License

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Job Title Office Manager / Administrative Assistant
The employer did not provide an internal job posting number. Please locate this number on their web site and enter it here: Job Posting Number.
State Agency Name FALLS COUNTY
Job Closing Date Jul 23, 2019
Open Until Filled No

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