General Statement of Duties

Forsyth County Cooperative Extension Department is seeking to hire an Office Assistant to perform a variety of administrative, technical, and customer service functions for the N.C. Cooperative Extension Forsyth County Center and the Soil & Water Conservation District office. This position plays a vital role in supporting the daily operations of the office by providing administrative assistance to the Director, Extension Agents, and staff members of the Forsyth County agricultural Extension team while ensuring excellent service to the public and community partners.

Performs a variety of office tasks as a generalist in support of administrative, program, or technical operations. Functions include answering telephones, providing general information, and routing calls and messages; maintaining records, reports, and filing; direct and indirect public contact. This position screens and directs clients and visitors; explains a wide variety of readily available information. Assembles and summarizes specific information from files or other resources for the preparation of reports. Utilizes various types of software and databases to process invoices, payments, orders, and reservations. Establishes and maintains files, records, and contracts. Maintains office calendars, and performs data entry. Prepares routine memoranda and letters, responds to requests for information, and performs related work as required.

Work Schedule: Monday through Friday, 20 hours per week, approximately 4 hours per day. Schedule will be coordinated with the Director and Administrative Assistant.

Distinguishing Features

Qualified candidates must have general knowledge of office procedures and proper record keeping, and be proficient with computers. Must have the ability to communicate effectively, use a variety of office equipment, provide excellent customer service to our public, and maintain effective working relationships with other employees. Requires lifting up tp 10 lbs. occasionally or sitting most of the time.

The ideal candidate will have the following knowledge, skills and abilities:

• Basic proficiency on computers and normal office equipment.
• Ability to communicate effectively with a diverse clientele and work in a dynamic and fast-paced team environment.
• Organizational skills and ability to multi-task.
• Ability to develop, adapt and produce resource materials.
• Ability to collaborate and network with all audiences.
• Ability to develop and maintain accurate reports.

Minimum Education and Experience

• Graduation from high school or GED.
• At least one year of office/clerical experience.
• Experience with database systems and accounts payables/receivables preferred.
• An equivalent combination of education and experience may be considered for minimum qualification requirements.

Essential Duties and Responsibilities

• Unlock and Lock Building when able as determined by established schedule. Also, turn on and update the lobby TV advertisements on current programming available to all residents of Forsyth County.
• Ensure building signage is updated with information about daily events.
• Room Reservations: this staff person will adhere to the Agricultural Building Room Reservation Policy when booking in-house and guests to utilize auditorium and library space in the building.
• Educational Event Registration: NCCE utilizes the Eventbrite system for all events hosted by our Agents and staff. The Office Assistant will be trained in this new system and will serve as primary contact for events in our Department.
• Finance: Will be trained to enter invoices and receipts into the financial system for processing and log those expenses and receipts into relevant spreadsheets.. Will also accept payments, write receipts, and compile bank deposits as needed.
• Enter service vouchers and pass them on to the Administrative Assistant before going to the Director for final approval. Will be trained in new system when the county adopts new Performance program.
• Lobby Area: Keep the front lobby in order for the public’s comfort. Also, serve as first person to welcome the public to our building.
• Agent and Staff Duties: Assist all members of the Department in preparation for educational programs, plant sales, outreach program needs (such as sign-in sheets, nametags, room reservations, packets needed for meetings, etc.).
• Professional Development Training: Attend some training sessions at the direction of the Director and/or the Administrative Assistant.
• Manage office calendars to ensure information about Department events is available andaccurate.
• Other tasks as required.