Wood County is an Equal Opportunity Employer (M/F/D/V).

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Secretary - University Extension
Location:County Courthse WR
FT/PT:Full-time 40 hrs/week - WRS Eligible
Deadline to apply:11/19/2018
Hiring Range:$16.76/hr to $19.16/hr
  
Job Responsibilities:
GENERAL FUNCTION
To perform as lead receptionist and provide secretarial service to the Agricultural Educator, Community Development Educator, and Horticulture Educator.  Maintain budgets for the entire office and coordinate the use of facilities, equipment services and publications.

RESPONSIBILITIES

A. ESSENTIAL FUNCTIONS

1. Prepare oversight committee (Conservation, Education and Economic Development Committee) meeting notices as needed and minutes on a rotational basis.  Prepare resolutions for oversight committee and County Board.  Prepare monthly reports for oversight committee.  Prepare monthly report for County Board.
2. Coordinate the development, (design, write, select appropriate typesize, typescript, artwork, and provide general layout of appearance) of publicity pieces and teaching materials, such as brochures, posters, signs, charts, etc.  Utilize appropriate software in layout of materials.  Prepare correspondence and news releases from transcription or personal draft within three (3) working days of assignment and to meet reasonable deadlines.  
3. Answer main telephone line and route calls to proper Educator, staff person or secretary.  Answer mail, telephone and office requests for general information and bulletins.  Take accurate messages when staff are not available and maintain courteous demeanor with public.
4. Type monthly narratives, quarterly reports, and other state and county reports for staff.  All such reports will be prepared within six (6) working days after assigned and in time to meet appropriate deadlines.
5. Sort mail for entire office and distribute to Educators on a daily. Utilize internet and E-mail computer programs for mailings and publication delivery as necessary.
6. Take in lawn, garden, and field soil samples, hay and silage samples, and disperse water quality bottles and forms for testing purposes, throughout the year.  Explain proper procedures to public and forward samples to proper labs within five (5) working days.  Collect fees for samples and account for such fees.  Assist Agriculture Agent in administering pesticide applicator certification.  Disperse Plat Books, collect fees and properly transfer to 4-H Leaders Association.
7. Balance office account books monthly and prepare monthly annual office budget report for oversight committee.  Prepare vouchers according to County procedures.  Make deposits from programs (soil samples, water samples, publications and others) according to county procedures. Prepare, in cooperation with Area Extension Director, the annual budget, along with completing budget forms to be presented to County Committees.  Accounting and budget forms will be completed in time to meet county deadlines.  Utilize software used by County for budget purposes. Assist 4-H Leaders Association with budget tracking, deposits, and registration fee collection.
8. Schedule use of kitchen facilities and equipment and AV equipment for use by County and public groups throughout the year.  Make users aware of rules applying to the use of these facilities.  Maintain records of the use schedule, dispense keys and equipment for use of such facilities and notify Maintenance Department of scheduled usage which requires their assistance.
9. Coordinate, prepare and mail out newsletters and monthly fact sheets as assigned.  Prepare and mail out meeting announcements and brochures for educational meetings, workshops and schools as assigned and in order to meet appropriate deadlines for such events.  Update and maintain mailing list for Educator clientele groups and bulk mailing permit and be knowledgeable about postal and private carrier regulations affecting University Extension correspondence.
10. Provide support, under the direction of UW-Extension Educators and as time permits, to UW-Extension volunteer groups – including but not limited to Master Gardeners. 
11. Keep bulletin files current, order/print new bulletins as needed, maintain neat and full bulletin display case.
12. File and maintain administrative and personnel files under direction of office Chair and Human Resources Department.
13. Order office supplies as needed and keep accurate accounts of purchases.
14. Maintain work time and monthly expense records for staff and submit according to County and/or state procedures.
15. Responsible to know and practice the Safety policies of the County.  Perform all job tasks in a safe and prescribed manner.

B. OTHER JOB DUTIES

1. Responsible for assigned office filing for Agricultural, Community Development and Horticulture Educators, and filed according to the format directed by staff.
2. Answer questions about distance technology programming, schedule people taking classes as required, type and send out news releases, prepare annual reports and equipment checks as assigned.
3. Provide assistance to other support staff members as time permits.
4. Any other duties that may be assigned.
 
Job Qualifications:
EXPERIENCE, TRAINING, QUALIFICATIONS
High school graduate, with a minimum of one (1) to two (2) years post secondary education, preferably in a related field, or an equal amount of experience.  Demonstrated ability to communicate orally and deal with the public in a courteous professional manner.  Because individual will work independently, must have ability to understand and follow oral and written directions.  Ability to work as part of a team and communicate in person or on the telephone with agency staff and the public.  Must accurately and efficiently operate a computer, including a working knowledge of word processing, graphics, database, and mailing list programs (such as Microsoft Word, Access, and Excel), as well as operate a calculator and maintain accurate budget records.  Minimum typing speed 45 wpm required.  Ability to lift, open, and package containers up to 30 pounds, is essential.  Basic everyday living skills are needed, as is the ability for accuracy, attention to detail and being dependable and flexible.  Ability to read, write, add, subtract, spell correctly, and write legibly (prepare reports).

Basic office equipment used:  computer terminal and printing equipment, FAX machine, copy machine, calculator, typewriter, and telephone.