Job Description

The Office Manager for the Floyd County Purdue Extension Office is responsible for maintaining daily operations and assisting the public as needed.

DUTIES

Answers telephone, greets office visitors, extracts information from the Web for clients when possible, takes messages, and provides information and assistance.

Schedules appointments and/or refers callers to appropriate person or agency. Maintains daily log of client inquiries and updates office calendar with Educators’ calendars.

Types and prepares a variety of letters, news release forms, e-mails, manuals, reminder notices, and other correspondence. Processes daily and updates computer records for program enrollments and related information. Enters paper data into computer system.

Monitors Department inventories of office supplies and processes purchase requests from County Educators; compares prices and completes purchase orders accordingly.

Maintains bookkeeping and accounting operations for the Extension Office. Prepares annual budgets, required budget forms and Purdue University bookkeeping forms. Prepares and processes claims, balances books, reconciles bank statements, sells items and collects monies from the public.

Creates staff meeting agendas, takes notes, and issues receipts as required.

Prepares mileage forms; mails bi-monthly newsletters, assists Educators with preparation of grant forms, inventory, and various annual reports as needed. 

Assures proper maintenance of Department files, including updating publications, reviewing newspapers, and clipping / filing articles relating to the Extension Office.

Purges files as directed. Stays current on changes to Indiana 4-H programming.

Serves as Technical Coordinator for Purdue University Extension Office Technology program. Keeps 4H online, Salesforce, Cascade and other databases current as required; updates staff regarding changes. Updates County Government Web Page communicates with County Commissioners Executive Assistant and County HR Director. 

Prepares Report for Annual Extension Board Meeting. Attends staff meetings, recording and preparing meeting minutes, and forwarding copies to District Director and office staff.

Attends Area Administrative Meeting and hosts meeting when requested. 

Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK

High school diploma or GED.

Thorough knowledge of standard office policies and practices, with ability to apply appropriate procedures accordingly.

Thorough knowledge of Purdue University Extension Service Programs and policies, with ability to prepare reports, maintain department files, and assist Educators and members of the public accordingly.

Knowledge of standard bookkeeping practices and procedures, with ability to accurately prepare and record claims on computer, maintain account ledgers and file related reports as required.

Proficiency with Microsoft Office such as Word, Excel, PowerPoint, etc.

Knowledge of Department informational sources and materials, with ability to effectively assist callers and accurately maintain records and files.

Ability to effectively train and supervise part-time employees, volunteers, summer youth workers, and other assistance personnel.

Knowledge of Standard English grammar, spelling, and punctuation, ability to type with speed and accuracy. Ability to proofread news releases, newsletter, correspondence, grant proposals, flyers, posters and brochures and adjust as needed.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to effectively communicate orally and in writing with Supervisors, co-workers, personnel from other government and social agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to maintain Civil Rights files per Purdue University and Federal Government requirements.

Ability to work independently. Effectively complete duties amidst frequent distractions, interruptions, and service to the public.

Attend training as required.

Possession of a valid driver’s license and demonstrated safe driving record.

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