Administrative Assistant, Hennepin County (Eden Prairie)

Administrative Assistant, Hennepin County (Eden Prairie)

This position is part of a county Extension office staff team who are vital to Extension's outreach mission in connecting local needs with University resources. This position provides support to the local 4-H, Agriculture and Natural Resources, Nutrition programs, and all Extension programs and activities. This position provides day-to-day support including customer service and administrative support for county Extension programs and activities. The position will report to the Regional Director, Central Region. The person in this position serves as a vital role as the first point of contact for customers, visitors and community members and performs general office duties as assigned.

Essential Duties And Responsibilities

The following duties are typical for this position. These are not exclusive or all-inclusive. Other duties may be required and assigned.

County Program Support - 75%

• Be the direct support for the county 4-H program.
• Supports 4-H program volunteers and members with enrollment, event registration, general questions and promotion materials.
• Provide clerical, logistical, and technical support for 4-H programming.
• Assists 4-H Extension Educator in planning and developing 4-H county fair resources, State Fair, and other 4-H events.
• Handle the Animal ID process.
• Edits, prints and distributes 4-H premium book and manages online 4-H premium book
• Helps to line up county fair judges and preparing material for county fair judges.
• Orders and organizes requested program supplies (food, ribbons, stickers, promotional items, etc.)
• Provides onsite information and coordination support at the county fair.
• Provides support for auction, awards ceremony and other special events.
• Provides direct support to the Family Health and Wellbeing programs, to include :
• Tracking inventory and organizing program supplies
• Manage file retention schedule
• Help coordinate events & meetings
• Mail participant materials
• Assists in providing support for the Urban Agriculture Initiative program.
• Completes other duties as assigned.
• Receptionist & Main Office Support - 25%
• Point of contact for the county Extension office; Greet visitors and direct them to their meetings / classes, handle mail, package deliveries, and pickups, answers phones and responds to requests of the general public.
• Schedule and prepare meeting rooms.
• Provides clerical support for Extension programs and staff (i.e., emails, listservs, finalizing documents, etc.)
• Maintains office inventory and upkeep of Extension's common areas.
• Operates general office equipment; consults with IT as appropriate.
• Assists with creating and modifying electronic documents, brochures, program fliers, posters, reports and correspondence.
• Prints, scans and files materials
• Participates in trainings, professional staff development and conferences.
• Schedules meetings and calendar events for staff, office facilities and equipment.
• Orders food / catering for meetings.
• Maintains confidentiality.
• Completes other duties as assigned.

Work Environment

Work is typically performed in an ordinary office environment, involving prolonged sitting, standing, walking, bending or twisting. Some repetitive motions (such as from typing or data entry) will occur, but will be frequently interspersed with other activities. Physical activity is light and intermittent such as walking through the facility or carrying files or materials. Occasional lifting of up to 50 pounds may be required. This position requires a high level of attention to detail and deadlines. Duties include being able to proficiently use computers, printers, calculators, telephones, copiers, scanners, fax and general office equipment. There are frequent interruptions during the work day. Occasional attendance of evening meetings is required and will impact the work schedule. Drives occasionally on short errands or intermittently to meetings. May require extra hours during the county fair season, to include overtime.

Qualifications

Required Qualifications : High school diploma / GED and two (2) years of related clerical, office and administrative experience OR equivalent combination of relevant office work experience AND related education in administrative support course work / office setting to total two years. Strong customer service skills. Excellent written and verbal communication skills Proficient with email, calendaring, word processing, spreadsheets, and database software. Proficient with standard office equipment. Experience with Google Workspace and Microsoft Office suites Valid driver's license and access to vehicle with required insurance as some travel will be required including picking up and delivering of supplies ,and to attend meetings held out of the office. Must be able to work regularly at the Eden Prairie Extension Office. Must have reliable internet if / when working outside of assigned office locations. Ability to work on computer for prolonged periods of time Ability to stand, sit, twist, and carry up to 20 pounds frequently and 50 pounds occasionally / rarely; and relocate / move items to different areas of the facility Ability to work extra hours during county fair season, to include evenings and weekends Ability to work outdoors in various weather conditions

Preferred Qualifications

Excellent organization skills, detail-oriented, able to prioritize work, manage workflow with unexpected interruptions and meet deadlines. Demonstrated commitment to contributing to an inclusive working and learning environment Demonstrate troubleshooting, problem-solving and decision-making skills. Ability to work independently. Experience with website and social media applications Proficient with general bookkeeping Knowledge and understanding of financial policies and procedures. Experience with Quickbooks or other financial management software