REQUIRED QUALIFICATIONS

• High school diploma/GED and two years post-secondary education in administrative course work OR two years of related clerical, office and administrative experience OR equivalent combination of education AND work experience in administrative support course work/office setting.
• Strong customer service skills.
• Proficient with email, calendaring, word processing, spreadsheets and database software.
• Proficient with standard office equipment.

ADDITIONAL REQUIREMENTS

• Valid driver’s license and access to vehicle with required insurance as some travel will be required.
• Must have reliable internet if/when working outside of assigned office locations.
• Must be able to work regularly at the Eden Prairie Extension Office.
• Must be able to submit proof of being fully vaccinated against COVID-19 or submit a completed religious/medical exemption and agree to comply with the University’s testing requirement.
• This position is not eligible for employment visa sponsorship.

PREFERRED QUALIFICATIONS

• Excellent written and verbal communication skills.
• Proven ability to work well with diverse staff, clientele, and stakeholders.
• Excellent organization skills, detail-oriented, able to prioritize work, manage workflow with unexpected interruptions and meet deadlines.
• Demonstrate troubleshooting, problem-solving and decision-making skills.
• Ability to work independently.
• Experience with Office and Google Suites.
• Experience with website and social media.

Working Title: Administrative Assistant, Hennepin County

University Job Code: 1826 (Principal Office & Administrative Specialist)

Pay: $20.00/hour, or higher, depending on qualifications

Appointment: Part-time, 20 hours/week (50% time); AFSCME-represented

U of M Benefits: Some benefits apply, https://hr.umn.edu/Benefits/U-M-Employment-Benefits

Office Location: Hennepin County Extension Office, Eden Prairie, MN

Office Hours: 9 a.m. - 2 p.m. preferred Monday-Friday; open for discussion within hours 8 a.m. - 4:30 p.m. Monday-Friday

Supervisor: Regional Director, D. Craig Taylor, Central Region

Application Deadline: March 14, 2023

PURPOSE OF POSITION

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 day-to-day support including customer service, 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 the first point of contact for customers and performs general office duties as assigned. Duties include, but are not limited to, providing customer service by telephone, email, and in-person; problem-solving and responding to public inquiries or requests by providing resources and referrals; typing correspondence; entering detailed program data; providing computer word processing, data, record and file management; maintaining departmental listservs; and maintaining confidentiality.

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.

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.
• 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.

Program Support – 75%

• Assists in providing support for the Urban Agriculture Initiative program.
• 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 EFNEP/SNAP programs, to include:
  • Tracking inventory and organizing program supplies
  • Manage file retention schedule
  • Help coordinate events & meetings
  • Mail participant materials
• 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. Some 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. Drives occasionally on short errands or intermittently to meetings. May require extra hours during the county fair season.

ABOUT EXTENSION

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension’s programming and employee engagement https://extension.umn.edu/.

Applications must be submitted online. To be considered for this position, please click on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please include the following attachments with your online application:

1. Cover letter - Please include qualifications for the position based upon the job requirements and position responsibilities.

2. Resume - Your resume must include your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three related professional references, will be asked of those invited for interview.

Additional documents may be attached after the application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section. See full instructions, https://hr.umn.edu/Jobs/Applicant-Center/Help-Job-Applications/Using-Job-Application-System.

To request an accommodation during the application process, please email employ@umn.edu or call 612-624-UOHR (8647).

For questions about this position, contact:

D. Craig Taylor, Regional Director, Central Region, taylo103@umn.edu.

For questions about applying online, contact:

Tiffany McMillan, Extension Human Resources, tiffmcm@umn.edu.

The University of Minnesota and Extension recognize and value the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax