SUMMARY OF POSITION
The Secretary of the county Extension office works under the direct supervision of the office manager with coordination from the County Extension Agent-Coordinator. The county Extension office is a business office. It is the responsibility of the Secretary to maintain a business atmosphere and create a feeling of goodwill on the part of the caller to the office through courteous treatment and efficient service.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is intended to be illustrative and does not represent an exhaustive list of duties and responsibilities. Incumbents may not perform all duties and responsibilities listed. Other duties may be assigned.
- Receptionist - Public Relations
Opens office on time and remains on duty throughout office hours. Sees that office is neat and orderly in appearance.
Handles travel arrangements for agents. Prepares necessary travel reimbursements submittals, and other required documents of agents travel.
Directs visitors to the appropriate agent or information source. Must learn the interrelationship of the Texas A&M Agrilife Extension Service with other federal and State agencies and local associations and organizations to the extent that he/she can properly direct office callers wanting information available from agencies, association, or organizations.
Gives prompt and courteous answers to questions of office caller. If agents are out, supplies information when possible and keeps record of callers and information requested for agents’ use if follow-up is necessary. Must be especially careful to be of assistance in a friendly but businesslike manner to all callers regardless of their occupation or status. Keeps foremost in mind the matter of creating goodwill toward the Texas A&M Agrilife Service, Texas A&M University, and United States Department of Agriculture, as a whole, in the handling of all office matters.
Is neat and well-groomed in order to create a favorable impression on callers.
- Incoming and Outgoing Mail
Opens and reads all incoming official mail unless marked “personal” or “confidential”, sorts and distributes mail to agents, assembles information needed to answer letters and attaches any pertinent previous correspondence.
Calls agents’ attention to urgent requests or other communications requiring prompt attention. Makes notation on her calendar and the calendars of agents of meetings, conferences, and deadlines for reports requested which may be part of information received in mail.
Follows the Penalty Mail Regulations for all Extension mail. Looks for and suggests ways to sapostage.
3. Telephone
Answers telephone, properly identifies office, speaks clearly and distinctly. Handles routine inquiries on own initiative. Refers other calls to appropriate agent. Keeps a record of calls received in absence of agents and delivers all messages promptly. Knows the whereabouts of the agent and expected time of return to office as well as where agent can be reached if necessary.
4. Letter, Memoranda, Reports, and Other Materials
Uses approved correspondence style, prepares correct number of copies, proofreads, and properly arranges all copies for signature. Uses own initiative in the absence of instruction.
Uses initiative in seeing that requests for information are handled as promptly as possible. Composes and types routine newsletters, and letters for agents’ signatures.
Types expense vouchers, news releases, speeches, radio and television scripts, and special reports as requested.
5. Office Records and Files
Keeps records of itineraries, appointments, and places of meetings and tours. Maintains a calendar of State and county events including dates visits from Extension headquarters personnel, dates of state and district Extension conferences, meetings to be attended by agents, and the schedule of 4-H meetings and program area committee meetings.
Codes material and files regularly according to the Uniform Filing System of the Texas A&M Agrilife Extension Service. Maintains files in neat and systematic fashion so desired information can be located promptly by agents as well as the office manager. Keeps the files current by continuously weeding according to instructions in Uniform Filing guide and with the concurrence of the agents.
6. Reports and Expense Accounts Assembles and compiles data for special reports. Assists in submitting reports to Commissioners Court, District and State Office on time.
7. Mailing Lists
Maintains the official mailing lists desired by the various agents. Determines that addresses are complete and correct and that they are revised annually in accordance with requirements of the Post Office.
8. Supplies and Publications
Keep as accurate inventory of equipment and supplies. Consults with agents on future needs and orders supplies in advance.
Keeps informed on the availability of the various Extension publications and policies in connection with distribution of publications. Scans their contents in order to fill requests in absence of agents. Sets up systematic and complete inventory record of publications in order to maintain an adequate supply.
Displays publications in an orderly, attractive manner in the office.
9. Office Machines
Is thoroughly familiar with and operates all office machines - computers, typewriter, duplicating equipment, adding machine, etc.
10. Regulations and Policies
Studies various regulations and policies that apply to the conduct of the county office.
Assists with biweekly regular office conferences with office staff and agents in order to be informed of all phases of the Extension program. Takes minutes of these conferences, copies for each agent and each district director.
Has a personal interest in the success of the Texas A&M Agrilife Extension Service program in the county and willingly accepts responsibility for working with all Extension agents to insure the success of the program.
Keeps informed on the Equal Employment Opportunity Program of the Texas A&M Agrilife Extension Service.
Participates in an annual performance review interview with the person(s) with immediate supervisory responsibilities.
11. Special Programs
Assists with additional work when necessary due to fairs, special meetings, tours, reports, yearbooks, special events, etc.
QUALIFICATIONS 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE OF:
The theory, practice and care of computers and proficient in Microsoft Word and Excel as well as a general knowledge of most Microsoft suite programs.
Business English, spelling, punctuation and math. Possession of a good vocabulary including acquaintance with technical terms peculiar to the field of assignment.
Modem office practices, procedures, systems, operation of equipment and machines.
Ability to establish and maintain effective working relationships with superiors and associates. Effectively convey information to the general public and special groups.
Proper telephone procedures.
ABILITY TO:
Produce and maintain reports and records. Work effectively with both youth and adults.
Create newsletters, news releases and informational articles.
Communicate effectively with volunteers, other departments, Extension Agents and general public.
Create and maintain effective working relationship with co-workers and other departments.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED) required, two years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one- on-one and small group situations to youths, parents, department heads, and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Driver’s License.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 30 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. When performing the duties of this job, the employee is occasionally exposed to odors or airborne particles when working around animals. The noise level in the work environment is usually moderate
Please submit all Wilson County job applications AND resumes to JBodiford@wilsoncountytx.gov. Position will remain open until filled.