Secretaries and Administrative Assistants Jobs Near Me in Washington

Perform administrative and secretarial support services to contribute to the effective and efficient operation of the Washington State University (WSU) Grant-Adams Area Extension Office.

WSU Extension provides a wide range of educational and research programs for County citizens. Major program areas include 4-H and Youth Development, Agriculture Systems, Vegetable and Vegetable Seed Production, Tree Fruit Production, and Master Gardeners. Each of the incumbents in this class performs secretarial and administrative support work for one or more of these program areas.

This position reports administratively to the County Director of the WSU Extension office but receives technical and work direction from Extension Educators in the office. This is not a supervisory position.

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Employee must comply with all County and department policies, procedures, WAC’s, or other regulatory bodies.

Office and Secretarial Assignments: Tasks include: personal and telephone reception; word processing; data entry; editing of handwritten and typed material; creative design and formatting of publications; sort and distribute daily mail and prepare large mailings including calculating postage and recording postage expenses; cash handling; monitoring, ordering and stocking office supply items; overseeing the recording and scheduled maintenance of county vehicle fleet and computer equipment; operating and maintaining copy, scanning, laminating, cutting, and bindery equipment; taking, editing and distribution of monthly staff meetings; website content maintenance, social media posting; and scheduling appointments and meeting rooms.
Specialized Assignments: Tasks can vary according to current staffing and program needs of Extension Educators. One focus is the 4-H Youth Development program. This involves maintaining aspects of the 4-H online enrollment database, including collecting, and managing payments, keeping appropriate animal ownership records, communication with club leaders regarding membership profiles, sending reminders of membership status, visually reviewing online applications and eventual confirmation of compliant individual member profiles accepting them into the program. Another focus is on fiscal duties: paying bills through the county and WSU systems, tracking accounts, filing for reimbursements, keeping financial records, reconciling purchasing (credit) cards. and making deposits and transfers of funds.
Other typical tasks involve: assisting in organizing events and group meetings; collecting, organizing and publishing data and information; responding to requests from citizens for information on specific subject areas by locating and sending or handing out such materials; assisting in researching questions on specific subjects; assisting in creation of information packet resources for educational events; material organization and inventory; assisting in the set-up/take-down of equipment or materials in program spaces; registration for programs and events; collecting and accounting for fees; assisting with conducting community events; and preparing specialized reports.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of education and experience may be substituted as long as it provides the desired skills, knowledge, and abilities to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required

General office and secretarial work.
Personal computer and standard software operation at a fully competent level.
Proficient in Microsoft Office Suite
Publication (reports, newsletters, etc.) design, formatting, writing, and editing
Ability and willingness to learn new skills and software.
Customer service.
Task management and communication

Preferred

At least two years of administrative support work involving personal computer operation, desktop publishing and telephone reception.
Online webpage editing.
Basic fiscal duties.

**A COMPLETE APPLICATION SHOULD INCLUDE A COVER LETTER, RESUME AND 3 PROFESSIONAL REFERENCES**

Work is performed in an office environment where there is substantial contact with members of the public. Work duties outside of the office would include meeting/educational event management and research assistance. Locations may be in and or out, out-of-doors, in various weather conditions in areas correlating to Extension Educators’ scope of work.

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