Administrative Assistant, Hennepin County (Eden Prairie)

University of Minnesota
United States, Minnesota, Minneapolis
April 20, 2024
Job ID 360832 Location Twin Cities Job Family LR-Clerical Full/Part Time Part-Time Regular/Temporary Regular Job Code 1826 Employee Class AFSCME Unit 6 - Clerical About the Job Working Title: Administrative Assistant, Hennepin County Job Classification: 1826 - Principal Office & Admin Specialist. Clerical represented Pay range: $20.86-$23/hour estimated starting pay range; depending on qualifications Appointment: Part-time, 60% time (24 hours/week) University Benefits: Some apply Office Hours: Preferred hours, 9 am-2pm, Monday - Friday (in-person work), open for discussion within hours 8 a.m. - 4:30 p.m. Monday-Friday Office Location: Hennepin County Extension Office, Eden Prairie, MN. In person work with certain approved exceptions for remote location such as events, weather, etc. Application Deadline: May 6, 2024 ABOUT THE JOB 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, Master Gardener, Agriculture and Natural Resources, and 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% 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. 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. 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. Working Title: Administrative Assistant, Hennepin County Job Classification: 1826 - Principal Office & Admin Specialist. Clerical represented Pay range: $20.86-$23/hour estimated starting pay range; depending on qualifications Appointment: Part-time, 60% time (24 hours/week) University Benefits: Some apply Office Hours: Preferred hours, 9 am-2pm, Monday - Friday (in-person work), open for discussion within hours 8 a.m. - 4:30 p.m. Monday-Friday Office Location: Hennepin County Extension Office, Eden Prairie, MN. In person work with certain approved exceptions for remote location such as events, weather, etc. Application Deadline: May 6, 2024 ABOUT THE JOB 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, Master Gardener, Agriculture and Natural Resources, and 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% 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. 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. 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. Working Title: Administrative Assistant, Hennepin County Job Classification: 1826 - Principal Office & Admin Specialist. Clerical represented Pay range: $20.86-$23/hour estimated starting pay range; depending on qualifications Appointment: Part-time, 60% time (24 hours/week) University Benefits: Some apply Office Hours: Preferred hours, 9 am-2pm, Monday - Friday (in-person work), open for discussion within hours 8 a.m. - 4:30 p.m. Monday-Friday Office Location: Hennepin County Extension Office, Eden Prairie, MN. In person work with certain approved exceptions for remote location such as events, weather, etc. Application Deadline: May 6, 2024 ABOUT THE JOB 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, Master Gardener, Agriculture and Natural Resources, and 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% 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. 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. 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 education AND work experience to equal two (2) years. Demonstrated 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 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 40 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 This position is not eligible for employment visa sponsorship. Preferred Qualifications: Excellent written and verbal communication skills. Excellent organization skills, detail-oriented, able to prioritize work, manage workflow with unexpected interruptions and meet deadlines. Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment Demonstrate troubleshooting, problem-solving and decision-making skills. Ability to work independently. Experience with Office and Google Suites. Experience with website and social media. About the Department 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 . How To Apply Applications must be submitted online to be considered for this position. Click the "Apply" button and follow the instructions. Your application will need to include: Cover letter Resume- Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume. Contact information of three professional references will be required 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, . To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647). For questions about this position contact: D. Craig Taylor, Regional Director, Central Region, . For questions about applying online, contact: Tiffany McMillan, Extension Human Resources, tiffmcm@. Diversity 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: . Employment Requirements 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. About the U of M The University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations. At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).