Staff Assistant II - Salt Lake County Home and Community

Overview Under close supervision of the assigned Utah State University (USU) Extension faculty and the lead office specialist, performs a variety of administrative support and specialized clerical work requiring skills in verbal and written communication, public relations, and organization. The position requires being a part of an office team that strives to accomplish the mission of USU Extension, which is to provide applied research-based information to the public. Responsibilities Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing, appointment scheduling, and other general duties as assigned. Most of this work will be during business hours, however some evenings and weekend work may be required. Provides administrative support, including scheduling appointments, coordinating meetings/conferences, and sending email correspondence on behalf of Extension home and community related programs. Greets visitors, handles their inquiries, and directs them to the appropriate persons according to their needs. Sorts, screens, and distributes incoming and outgoing mail. Composes and word-processes various standard documents, correspondence and reports as well as taking minutes at meetings as requested. Uses software programs such as word processing and spreadsheet software, Publisher or Canva software to create fliers; creates and maintains program registration information and attendance lists; receives and processes enrollments and memberships; establishes and maintains an office filing system; enters and retrieves data relating to mailing lists, labels, and reporting data; maintains records, files, indexes, data bases, etc. May provide non-business related support for departmental programs and projects. Compiles research data, and prepares papers for consideration and presentation. Reports maintenance needs of office equipment or other building needs. Performs miscellaneous job-related duties as assigned. Maintain budget spreadsheets and reconcile monthly with University reports. Assist with purchasing supplies and ordering or shopping for food for programming, when needed. Assist with lesson material preparation and organizing programming materials for home and community related programs. Fill out and submit USU forms and documentation as required for financial responsibilities, travel and other forms as needed. Assist with travel authorization and reimbursement, as needed. Responsible for proper cash handling, ensuring deposits into proper checking accounts within a timely manner, and managing payments/reimbursements and related expenses. Organize and store receipts and other documents per policy guidelines. Compiles information about upcoming programs for all programs within the office for marketing purposes and distributes this information to the public through updates on county social media platforms, websites, and collaboration with county marketing resources. Qualifications Minimum Qualifications Two years of experience in an office setting or associate degree/vocational training is required. This position requires a person who is very detail oriented with strong editing and proofreading skills and requires proficiency in Word, Excel, PowerPoint, Publisher, Google Sheets and Docs, website management, social media for business purposes, and related programs. Working knowledge of modern office practices and procedures; interest in Extension home and community programs. Ability to perform a variety of clerical work requiring some exercise of independent judgment. Ability to multitask and set priorities; ability to follow written and verbal instructions. Ability to establish and maintain effective working relationships and communications, including stressful situations, with colleagues, other USU employees, other departments and the general public. Job offer contingent on successful completion of a Background Check. Access to reliable transportation to travel to events and complete department errands. Mileage will be reimbursed for any significant use of personal vehicle. Those selected for interview may be required to demonstrate selected office skills as part of the interview process. Preferred Qualifications Some knowledge of mission and purpose of Cooperative Extension System. Experience with evaluation, website management and event management programs. Ability to speak basic conversational Spanish. Knowledge, Skills, and Abilities Demonstrate proficient computer skills in Microsoft Office, data management, email, social media, online storage programs, calendar management and internet. Learn to operate new office technologies as they are developed and implemented. Skilled with basic office equipment, including printers, copiers, and telephone systems. Good organizational skills. Strong verbal and written communication skills. Ability to handle sensitive and confidential business data and personal information. Ability to work without supervision. Knowledge of University policies and procedures. Excellent customer service skills. Required Documents Along with the online application, please attach: Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV” Answer the following question within the application: This position is on-site based in Salt Lake City. Are you able to work in person in the Salt Lake City office? **Document size may not exceed 10 MB.** Advertised Salary 43,000 ADA Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to 25 pounds. University Highlights Founded in 1888, Utah State University is Utah’s premier land-gran