10 W Fallon Ave Baker, MT 59313
+1 (406) 778-7106

Administrative Assistant for Extension

Administrative Assistant for Extension

Vacancy Announcement

Date Posted:  July 07, 2022.
Closing Date: This recruitment is open until filled. First review of applications is July 25, 2022.

About the Position and Department: The Administrative Assistant is under the direct supervision of the Extension Agent. Our Extension department offers various community programs including but not limited to Agricultural, Family Consumer Science, Homemaker’s, and 4-H.

Position Overview:  This part-time (32 hours week) position performs clerical functions such as greeting visitors, answering telephones, scheduling appointments, and responding to inquiries from citizens. Responsible for the development and facilitation of the Homemaker’s program. Starting wage is $17.50 per hour.

Required Education and Experience: Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. A minimum of one year of experience in administrative support, clerical, or customer service using Microsoft Office Suite is required. Other equivalent combinations of education and experience may be considered.

Preferred Education and Experience:  Previous experience with Extension and/or Homemaker’s programs is preferred.

Additional Eligibility Qualifications:  Must possess or obtain a Montana driver license within thirty (30) days of employment. As this position may have unsupervised contact with juveniles, is subject to a pre-employment criminal background check. This position may use a County owned motor vehicle and will undergo a motor vehicle driving history review.

Applicant Pool StatementIf another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.

How to Apply:  Applications and a complete job description are available at the Human Resources office, 10 W. Fallon Avenue, Baker, Montana or online at www.falloncounty.net.  Submit your application to:  Human Resources Manager, PO Box 846, Baker, Montana, 59313 or stop by the Human Resources office in the Courthouse. Questions may be directed to Amanda Williams 406-778-8110 or Julie Straub 406-778-8164.

Fallon County Job Description

Fallon County is an equal opportunity employer that is committed affirmative recruitment, diversity, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, sex, religion, age, sexual orientation, national origin, disability, genetic information, pregnancy, age, protected veteran status, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Applicants with disabilities who need accommodation with the application or selection process should contact Human Resources.

Job Title:  Administrative Assistant Department:  Extension
Reports to:  Extension Agent Job Status:  Full Time, Non-exempt
Location:  Baker, Montana Probationary Period:  Six (6) months

Job Overview
This shared County (60/40) position provides administrative support by coordinating and performing a wide variety of the office’s administrative activities to support the Fallon and Carter Extension, including but not limited to Agricultural, Family Consumer Science, Homemaker’s, and 4-H programs. Performs clerical functions such as greeting visitors, answering telephones, scheduling appointments, and responding to inquiries from citizens. Responsible for the development and facilitation of the Homemaker’s program. Assists the Extension Agent and/or 4-H Program Assistant with a broad range of clerical tasks as well as event planning.

Essential Functions
(Unless noted, the essential functions are applicable to both Fallon and Carter Counties).
Office Support – Performs routine office tasks including answering the telephone, directing calls, taking accurate messages, and/or responding to queries for Extension and other surrounding offices. Tracks telephone calls and visitors related to one of the Extension programs. Schedules appointments for the Extension Agent with members of the public. Prepares reports and forms (type, format, and edit), invoices, letters, and other types of correspondence at the direction of the Extension Agent, using word processing, spreadsheet, database, or office specific programs. Prints mailings including Ag and Homemaker newsletters; manages address databases and completes all mailings. Picks up mail, date stamps and sorts. In the absence of the Weed Coordinator assists with chemical sales. Files documents, orders office supplies, and completes County inventories. Updates MSU publications rack with most recent MontGuides. Schedules the basement conference room for various groups/activities. In the absence of the Extension Agent, assists with nitrate and water testing; orders supplies as needed. Accepts various samples such as soil, grain or plant; packages in accordance with lab specifications and mails in timely manner. Tracks loaned equipment and resources. Performs basic accounting tasks including receiving monies and making deposits. Reconciles monthly bank statements.

Homemaker’s Program – Responsible for the development of relevant workshops, in conjunction with the Extension Agent. This involves research, development, and implementation of lesson plans. May facilitate workshops and/or assist the Extension Agent with workshops. Promotes workshops and the program through various publications and advertisements. Creates newsletters, determines content that is related to club activities and missions. Tracks memberships. Attends Council meetings. Participates in process for scholarship awards, including notification to schools of award recipients.

Program Support – Communicates with customers, employees, 4-H leaders and members, and other members of the public to answer questions and provide information about various Extension programs. Communicates the needs and concerns to the Extension Agent. Reviews and audits 4-H clubs financial records to ensure monies are utilized appropriately and correctly. Prepares written notification to each club to notify of audit findings and recommendations. Updates the Extension website and Facebook pages. Assists the Extension Agent with the Private Pesticide Applicator Program and Forage Nitrate testing, providing testing information and conducting tests; may participate in workshops.

Fairs – Assists with various projects in preparation for the fairs. Helps as needed with revision of fairbooks and assembly of fair packets. May attend Fairs, serving as resource for Extension Agent, Council members, leaders, and members. During market sales will assist at the clerk table. Participates in the set up and tear down of the livestock barn which may include carrying boxes, supplies, and moving portable equipment.

Event Support – Assists the Extension Agent in planning and organization of various events and activities including but not limited to fairs, Spray Day, Winter Ag Series, and Achievement Night. This may include reserving locales, advertising, event set up, ordering supplies/prizes, and completing guest registrations. Research topics to support events; creates pamphlets and programs. Promotes and sets up advertising in variety of venues including local newspapers, flyers, newsletters, and Facebook. Updates the Extension calendar for local papers. Assists the 4-H Program Assistant as needed with various activities including but not limited to advertising and implementation of events. Participates and serves as the Extension representative at the Health Fair; sets up booth.

Positive Choices Youth Conference – Responsible for planning this event: facilitates communication between committee members, sets date, research and procures speaker, completes speaker contract, advertises, orders t-shirts and supplies.

Competencies
The knowledge, skills, abilities and other characteristics to perform this work include but are not necessarily limited to:  Accountability, Active Listening, Adaptability, Attention to Detail, Basic Accounting, Commitment, Computer Skills, Confidentiality, Creativity, Customer Service, Dependability, Flexibility, Initiative, Innovation, Integrity, Interpersonal Relationships, Multi-task, Organization, Oral Comprehension, Oral and Written Expression, Planning, Problem Solving, Professionalism, Sensitivity, Teamwork, Time Management, and Travel.
This position requires considerable knowledge of office administrative practices and techniques including records management as well as strong familiarity with Extension related programs. Must possess strong customer service skills to effectively meet the needs of patrons and visitors to Extension and other County offices. Ability to communicate effectively with adults and children. Ability to manage multiple projects without compromising expected results. Thorough knowledge of Homemaker programs; ability to create and deliver interesting program content. Possess accurate writing skills and ability to produce grammatically correct correspondence and news articles. Ability to maintain confidentiality of sensitive information and documents. Requires the ability and skill to multi-task, address multiple projects, and customers while maintaining composure, professionalism, and quality of work. Must have the ability to travel to Ekalaka as well as other off-site locations for local programs and meetings as needed.

Ability to effectively utilize Microsoft Office Suite programs including creation of spreadsheets with complex formulas. Must be able to learn department specific software programs. Ability to accurately transfer data in spreadsheets and compile information using various software programs. This position requires the ability to understand and apply basic accounting concepts and practices such as balancing accounts, credit/debit function, preparing reports, and reconciling bank statements.

Demonstrate the ability to interact courteously and effectively with a variety of personalities, including Council members, volunteer leaders, parents, members, Commissioners, elected officials, County employees, and the general public. Possess excellent customer service and interpersonal skills to resolve questions and concerns using good judgment and discretion. Respond to questions, requests for service, and assistance with courtesy and respect. Demonstrate strong interpersonal skills and professionalism in all interactions. Display empathy and ability to appreciate diverse viewpoints. Respond calmly and effectively to stressful situations. Ability to explain detailed and complicated information in simple, understandable terms. Listen to and understand information and ideas presented through spoken words and sentences. Communicate information and ideas in speaking so others will understand; explain rules and procedures clearly. As part of our workforce, maintains consistent communication with all County employees, our customers/patrons, and the public via County owned communication systems including but not limited to email, office telephone, work cell phone, text, and SMS/IM.

Demonstrate initiative, common sense, and good judgment. Follow instructions and responds to management direction; takes accountability for own actions. Ability to work with little direct supervision; to understand, interpret and follow instructions and directives. Self-directed with ability to meet deadlines when unsupervised. This position must function as part of a team, working for the betterment of Extension, its processes, and the public.

Safety
Safety is a primary duty and a personal responsibility. County employees are responsible for reading, understanding, and following safety rules and procedures as identified within County Policy, our Safety Program as well as at each department/work location/JSA. This position is responsible for wearing PPE as identified in the JSA or when working in areas where there is danger of injury. Responsible for wearing suitable work clothes as determined by the Extension Agent. Reports all injuries, hazards and/or near misses utilizing established reporting forms and procedures. Knows the location of first aid kits, fire extinguishers and other safety devices. Attends all safety meetings including annual training. This position will not perform potentially hazardous tasks or use any hazardous material until properly trained.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This position primarily works in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers, 10 key calculators, filing cabinets and fax machines. This position occasionally works in home settings for meetings, outdoors, and the Fairgrounds, including a livestock barn. Work performed outdoors may be in a variety of inclement weather conditions including but not limited to heat, rain, and wind. Locations of outdoor work will vary across Fallon and Carter Counties.

Required Education and Experience
Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. The above knowledge, skills, and abilities are typically acquired through a minimum of one year of experience in administrative support, clerical, or customer service using Microsoft Office Suite. Other equivalent combinations of education and experience may be considered.

Preferred Education and Experience
Previous experience with Extension and/or Homemaker’s programs is preferred.

Additional Eligibility Qualifications
Must possess or obtain a Montana driver license within thirty (30) days of employment. As this position may have unsupervised contact with juveniles, is subject to a pre-employment criminal background check. This position may use a County owned motor vehicle and will undergo a motor vehicle driving history review.

Salary Schedule
The starting wage for this position is $17.50 per hour. After successful completion of the probationary period and gaining permanent employment status, the wage will increase to $18.50 per hour. Please note during the first year of employment, an employee is not eligible for a COLA (Cost of Living Adjustment) as this is built into the wage steps.

This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Position Type/Hours of Work:
This is a part-time position, thirty-two (32) hours per week. Work will generally occur Monday through Friday; schedule specifics are flexible and will be determined at the time of hire. The nature of the work involves working some evenings and weekends which may result in additional hours. Must be able to work the duration of both the Fallon and Carter County Fairs.

Physical and Environmental Demands
Performing the essential functions of this position requires periods of extended computer use. The employee is frequently required to sit for long periods as well as to stand, sit, bend, and reach with hands and arms. May be required to lift up to fifty (50) pounds. Specific vision abilities include close vision, distance vision and depth perception. This position works in a variety of working conditions, walking on outside terrain, and working in inclement weather (heat and cold). The noise level in the work environment is usually moderate to occasionally loud. Exposure to variety of animals and their feed during workshops, fairs and other activities.

The specific statements shown in each section of this description are not intended to be all inclusive.  They represent typical elements and criteria considered necessary to perform the job successfully; employees are routinely required to address emerging employer requirements in alignment with individual work units and assignments of jobs which may result in additional or a change in duties/functions not identified.  This job description does not constitute an employment agreement between the employer and employee; it is subject to change by the employer as the needs of the employer change.

Created 11/18/2015; Updated 02/2020; Updated 03/2022; Updated 07/2022