Posting Number: req27080
Department: Yavapai County Office
Location: County Extensions and Farms
Address: Prescott, AZ USA
Position Highlights
The Yavapai County Cooperative Extension Office is seeking an enthusiastic and organized individual to fill the position of Administrative Support Assistant II. This individual is the initial contact for both internal and external stakeholders and should be extremely comfortable working with the public. The incumbent will work with Extension faculty, staff, and community members, and as such, demonstrate a friendly, helpful, and professional presence in all office interactions.The successful candidate will provide administrative support for the office, such as coordinating activities, scheduling, and other support duties to ensure efficient office operations. The ideal individual will have excellent customer service skills, strong, efficient, and effective written and verbal communication, administrative and organizational skills, and the ability to manage multiple priorities. The successful candidate should expect to work in a team environment and be able to manage…
tasks and projects independently.
The University of Arizona Cooperative Extension of Yavapai County has been serving area residents since 1919 through practical educational programing, by extending University practical University knowledge to Yavapai County communities in an effort to enhance the lives and wellbeing of our stakeholders. We represent a unique three-way cooperative partnership between the United States Department of Agriculture, the University of Arizona, and Yavapai County government, providing local citizens access to the Land Grant University System. Our roots in communities help us understand local needs and priorities and allow us to connect people with the university expertise and resources that are crucial in making a meaningful difference by improving lives and creating lasting impact.
Visa sponsorship is not available for this position.
Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.
Duties & Responsibilities
Administrative:
- Record minutes at meetings and process the written report for distribution.
- Print and distribute reports, correspondence, technical documents, forms, and fliers.
- Maintain existing spreadsheets, input data, and update databases, and cross-index and alphabetically file documents or correspondence.
- Work closely with the Mohave office Administrative Secretary on transactions to ensure processing is complete.
- Maintain all office calendars.
- Arrange for facilities and services to conduct conferences, workshops, or meetings as directed by the supervisor.
- Assist with conference/workshop registration and setup.
- Monitor and order office supplies.
- Troubleshoot technical difficulties with office equipment and computers in consultation with appropriate IT and other technical consultants.
Communication:
- Responsible for working at the front desk at the Yavapai County Prescott office and interfacing with the public.
- Ensure that public areas are welcoming, and program and community information is displayed, maintain office bulletin board, document holders, and general office appearance.
- Greet visitors and refer them to the appropriate office staff or supervisor.
- Monitor and redirect as needed all incoming emails, and sort and distribute mail for office staff.
- Answer telephone calls and route them to the appropriate person.
- Communicate with and support routine and non-routine inquiries from faculty, staff, and the public.
- Provide clerical support to the administration team, 4-H, Agriculture and Natural Resources, and Family and Consumer Health Sciences.
- Resolve typical administrative and operational problems or situations impacting the staff and faculty work unit under supervisor direction.
Social Media & Technical:
- Assist with departmental websites and communication platforms to ensure accurate content.
- Work with department staff to create and distribute digital marketing through Trellis software.
- Assist with social media with departmental content in collaboration with other department staff.
- Create Smartsheets registration forms and maintain registration data with input from department staff.
- Assist with preparation of the annual report using Microsoft software.
Financial Administration & Reporting:
- Monitor and approve department program expenditures, ensuring that budget allocations are not overspent.
- Under supervision utilize UAccess to review and monitor account activity, budgets, and balances for appropriate spending and compliance with the Program directives and U of A policies and regulations.
- Assist with requesting, reviewing, processing and/or approving day-to-day business transactions such as invoicing, cash receipts, disbursement vouchers, travel expense reimbursements, and payment requests with accuracy, completeness and in compliance with University policies and procedures.
Knowledge, Skills and Abilities
- Excellent verbal and written communication skills.
- Excellent organizational abilities and able to manage and establish work priorities as needed.
- Ability to work collaboratively in a team environment.
- Proficient in Microsoft Office Programs (Work, Excel, and PowerPoint) and Adobe.
- Knowledge of standard office policies and procedures.
- Ability to work in a busy and sometimes noisy work environment.
This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.
Minimum Qualifications
- High school diploma or high school diploma equivalency is required.
- Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.
- Must have a valid driver's license and ability to drive according to
the University Fleet Safety Policy.
Preferred Qualifications
- Experience working with the public in a school, college, and/or community-based organization setting.
- Prior work in an administrative support position or in a similar role.
- Experience working with financial administration software.
- Previous experience with social media, marketing, and digital communications.
FLSA: Non-Exempt
Full Time/Part Time: Part Time
Number of Hours Worked per Week: 32
Job FTE: .80
Work Calendar: Fiscal
Job Category: Organizational Administration
Benefits Eligible: Yes - Full Benefits
Rate of Pay: $18.15 - $22.69
Compensation Type: hourly rate
Grade
4
Compensation Guidance
The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.
The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Career Stream and Level
OC2
Job Family
Administrative Support
Job Function
Organizational Administration
Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department)
Number of Vacancies: 1
Contact Information for Candidates
Phillip Peek phillippeek@arizona.edu
Open Until Filled: Yes
Documents Needed to Apply: Resume and Cover Letter
Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
