Administrative Assistant

Vacancy Announcement 

We are accepting applications for:  Administrative Assistant for Extension
Date Posted:  October 10, 2024
Closing Date: November 04, 2024                       

About the Position and Department:  The Administrative Assistant is under the direct supervision of the Extension Agent. Our Extension department offers various community programs including but not limited to Agricultural, Family Consumer Science, Homemaker’s, and 4-H. This is a part-time, thirty (30) hours per week position.

Position Overview:  This position provides administrative support to Extension by coordinating and performing a wide variety of the office’s administrative activities to support Fallon County Extension programs, with a focus on Family Consumer Science/Community Vitality programs and workshops. Provides support to the Fallon County Homemaker’s club(s). Performs clerical functions such as greeting visitors, answering telephones, scheduling appointments, and responding to inquiries from citizens. Assists the Extension Agent and/or 4-H Program Coordinator with a broad range of clerical tasks as well as event planning. May also provide support for Agricultural and 4-H programs.

Required Education and Experience:  Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. Must be proficient in Microsoft Office Suite.

Preferred Education and Experience:  One (1) year of related customer experience is preferred. Prior experience with presentations/workshops is preferred.

Additional Eligibility Qualifications: Must possess or obtain a Montana driver license within thirty (30) days of employment. As this position may have unsupervised contact with juveniles, is subject to a pre-employment criminal background check. This position may use a County owned motor vehicle and will undergo a motor vehicle driving history review.

Benefits: We are proud to offer an excellent benefit package to our employees including health insurance, ten (10) paid holidays per calendar year, sick leave, vacation leave, longevity pay, and an Employee Assistance Program. This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.

How to Apply:  Applications and a complete job description are available at the Human Resources office, 10 W. Fallon Avenue, Baker, Montana or online at www.falloncountymt.gov. You may submit your application online at www.falloncountymt.gov; or via mail to: Human Resources Manager, PO Box 846, Baker, Montana, 59313; or email to straubj@falloncountymt.gov; or stop by the Human Resources office in the Courthouse. Questions may be directed to Dave Kirschten 406-778-8130 or Julie Straub 406-778-8164.

Fallon County Job Description

Fallon County is an equal opportunity employer that is committed to affirmative recruitment, diversity, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, sex, religion, age, sexual orientation, national origin, disability, genetic information, pregnancy, age, protected veteran status, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Applicants with disabilities who need accommodation with the application or selection process should contact Human Resources.

 Job Overview
This position provides administrative support to Extension by coordinating and performing a wide variety of the office’s administrative activities to support Fallon County Extension programs, with a focus on Family Consumer Science/Community Vitality programs and workshops. Provides support to the Fallon County Homemaker’s club(s). Performs clerical functions such as greeting visitors, answering telephones, scheduling appointments, and responding to inquiries from citizens. Assists the Extension Agent and/or 4-H Program Coordinator with a broad range of clerical tasks as well as event planning. May also provide support for Agricultural and 4-H programs.

The following is representative of typical work performed but is not necessarily limited to these specific tasks/areas:
Essential Functions
Office Support – Performs routine office tasks including answering the telephone, directing calls, taking accurate messages, and/or responding to queries for Extension and other surrounding offices. Tracks telephone calls and visitors related to one of the Extension programs. Schedules appointments for the Extension Agent with members of the public. Prepares reports and forms (type, format, and edit), invoices, letters, and other types of correspondence at the direction of the Extension Agent, using word processing, spreadsheet, database, or office specific programs. Prints mailings including Ag and Homemaker newsletters; manages address databases and completes all mailings. Picks up mail, date stamps and sorts. In the absence of the Weed Coordinator assists with chemical sales. Files documents, orders office supplies, and completes County inventories. Updates MSU publications rack with most recent MontGuides. Schedules the basement conference room for various groups/activities. In the absence of the Extension Agent, assists with nitrate and water testing; orders supplies as needed. Accepts various samples such as soil, grain, plant, or insect; packages in accordance with lab specifications and mails in timely manner. Tracks loaned equipment and resources. Performs basic accounting tasks including receiving monies and making deposits. Reconciles monthly bank statements. 

Family and Consumer Sciences Program/Community Vitality Program – In conjunction with the Extension Agent, may develop, present, and/or facilitate relevant workshops for our community. This may involve research, development, and implementation of lesson plans.

The Extension office will provide training on how to facilitate and present workshops!

Homemaker’s Program – Collaborates with Fallon County Homemaker’s Club(s) to compose, print, and mail a biannual newsletter to Fallon County Homemaker’s. Maintains a list of current Homemaker’s Officers. Attends biannual Council meetings. Notifies Baker and Plevna schools of scholarship award recipients.

Program Support – Communicates with customers, employees, 4-H leaders and members, and other members of the public to answer questions and provide information about various Extension programs. Communicates the needs and concerns to the Extension Agent. Reviews and audits 4-H clubs financial records to ensure monies are utilized appropriately and correctly. Prepares written notification to each club to notify of audit findings and recommendations. Updates the Extension website and Facebook pages. Assists the Extension Agent with the Private Pesticide Applicator Program and Forage Nitrate testing, providing testing information and conducting tests; may participate in workshops. Promotes Extension workshops and programs through various publications and advertisements.

Fairs – Assists with various projects in preparation for the fairs. Helps as needed with revision of fairbooks and assembly of fair packets. May attend the fair, participating as a resource for Extension Agent, Council members, leaders, and members. Participates in the set up and tear down of the livestock barn which may include carrying boxes, supplies, and moving portable equipment. 

Event Support – Assists the Extension Agent in planning and organization of various events and activities including but not limited to fairs, Spray Day, Winter Ag Series, and Achievement Night. This may include reserving locales, advertising, event set up, ordering supplies/prizes, and completing guest registrations. Research topics to support events; creates pamphlets and programs. Promotes and sets up advertising in variety of venues including local newspapers, flyers, newsletters, and Facebook. Updates the Extension calendar for local papers. Assists the 4-H Program Coordinator as needed with various activities including but not limited to advertising and implementation of events. Participates and serves as the Extension representative at the Health Fair; sets up booth.

Positive Choices Youth Conference – Responsible for planning this event: facilitates communication between committee members, sets date, research and procures speaker, completes speaker contract, advertises, orders t-shirts and supplies.

Competencies
The knowledge, skills, abilities, and other characteristics to perform this work include but are not necessarily limited to: Accountability, Active Listening, Adaptability, Attention to Detail, Basic Accounting, Commitment, Computer Skills, Confidentiality, Creativity, Customer Service, Dependability, Flexibility, Initiative, Innovation, Integrity, Interpersonal Relationships, Multi-task, Organization, Oral Comprehension, Oral and Written Expression, Planning, Problem Solving, Professionalism, Sensitivity, Teamwork, Time Management, and Travel.
This position requires considerable knowledge of office administrative practices and techniques including records management as well as strong familiarity with Extension-related programs. Must possess strong customer service skills to effectively meet the needs of patrons and visitors to Extension and other County offices. Ability to communicate effectively with adults and children. Ability to manage multiple projects without compromising expected results. Possess accurate writing skills and ability to produce grammatically correct correspondence and news articles. Ability to maintain confidentiality of sensitive information and documents. Requires the ability and skill to multi-task, address multiple projects, and customers while maintaining composure, professionalism, and quality of work. Must have the ability to travel to off-site locations for local programs and meetings as needed.

Ability to effectively utilize Microsoft Office Suite programs including creation of spreadsheets with complex formulas. Must be able to learn department specific software programs. Ability to accurately transfer data in spreadsheets and compile information using various software programs. This position requires the ability to understand and apply basic accounting concepts and practices such as balancing accounts, credit/debit function, preparing reports, and reconciling bank statements.

Demonstrate the ability to interact courteously and effectively with a variety of personalities, including Council members, volunteer leaders, parents, members, Commissioners, elected officials, County employees, and the public. Possess excellent customer service and interpersonal skills to resolve questions and concerns using good judgment and discretion. Respond to questions, requests for service, and assistance with courtesy and respect. Demonstrate strong interpersonal skills and professionalism in all interactions. Display empathy and ability to appreciate diverse viewpoints. Respond calmly and effectively to stressful situations. Ability to explain detailed and complicated information in simple, understandable terms. Listen to and understand information and ideas presented through spoken words and sentences. Communicate information and ideas in speaking so others will understand; explain rules and procedures clearly. As part of our workforce, maintains consistent communication with all County employees, our customers/patrons, and the public via County owned communication systems including but not limited to email, office telephone, work cell phone, text, and SMS/IM.

Demonstrate initiative, common sense, and good judgment. Follow instructions and responds to management direction; takes accountability for own actions. Ability to work with little direct supervision; to understand, interpret and follow instructions and directives. Self-directed with ability to meet deadlines when unsupervised. This position must function as part of a team, working for the betterment of Extension, its processes, and the public.

Safety
Safety is a primary duty and a personal responsibility. County employees are responsible for reading, understanding and following safety rules and procedures as identified within County Policy, our Safety Program as well as at each department/work location/JSA. This position is responsible for wearing PPE as identified in the JSA or when working in areas where there is danger of injury.  Responsible for wearing suitable work clothes as determined by the Extension Agent. Reports all injuries, hazards and/or near misses utilizing established reporting forms and procedures. Knows the location of first aid kits, fire extinguishers, and other safety devices. Attends all safety meetings including annual training. This position will not perform potentially hazardous tasks or use any hazardous material until properly trained.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This position primarily works in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers, 10 key calculators, filing cabinets, and fax machines. This position occasionally works in home settings for meetings, outdoors, and the Fairgrounds, including a livestock barn. Work performed outdoors may be in a variety of inclement weather conditions including but not limited to heat, rain, and wind. Locations of outdoor work will vary across Fallon County. 

Required Education and Experience
Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. Must be proficient in Microsoft Office Suite.

Preferred Education and Experience
One (1) year of related customer experience is preferred. Prior experience with presentations/workshops is preferred.

Additional Eligibility Qualifications
Must possess or obtain a Montana driver license within thirty (30) days of employment. As this position may have unsupervised contact with juveniles, is subject to a pre-employment criminal background check. This position may use a County owned motor vehicle and will undergo a motor vehicle driving history review.

Compensation
Our Fiscal Year 2024-2025 compensation schedule for an Administrative Assistant is as follows:
Administrative Assistant (at hire):                             $18.81 per hour
Administrative Assistant 1 (completion of year 1): $19.23 per hour
Administrative Assistant 2 (completion of year 2): $19.65 per hour
Administrative Assistant 3 (completion of year 3): $20.06 per hour
Administrative Assistant 4 (completion of year 4): $20.48 per hour
Administrative Assistant 5 (completion of year 5): $20.90 per hour

This schedule is reflective of and will be adjusted for a Cost-of-Living Adjustment as approved by the Fallon County Commission.

After completion of the first year of employment, an employee becomes eligible to receive Longevity. Longevity is $0.15 per hour every year, with $0.25 per hour every five years.

Benefits
We are proud to offer an excellent benefit package to our employees including health insurance, ten (10) paid holidays per calendar year, sick leave, vacation leave, and an Employee Assistance Program.

This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Position Type/Hours of Work
This is a part-time, permanent, thirty (30) hour a week position, Monday – Friday, 8:30 a.m. to 3:30 p.m. with a one (1) hour lunch period. The needs of the office and the nature of the work may result in additional hours outside of the regular schedule, including some evenings and weekends.

Fair preparation and execution: This position will be required to work Monday – Friday, 8:00 a.m. – 5:00 p.m. the week prior to the Fallon County Fair. The schedule for the week of the Fallon County Fair will be determined at that time; hours worked in excess of forty (40) will be compensated at time and half for overtime. Must be able to work the duration of the Fallon County Fair.

Physical and Environmental Demands
Performing the essential functions of this position requires periods of extended computer use. The employee is frequently required to sit for long periods as well as to stand, sit, bend, and reach with hands and arms. May be required to lift up to fifty (50) pounds. Specific vision abilities include close vision, distance vision and depth perception. This position works in a variety of working conditions, walking on outside terrain, and working in inclement weather (heat and cold). The noise level in the work environment is usually moderate to occasionally loud. Exposure to a variety of animals and their feed during workshops, fairs and other activities.

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully; employees are routinely required to address emerging employer requirements in alignment with individual work units and assignments of jobs which may result in additional or a change in duties/functions not identified. This job description does not constitute an employment agreement between the employer and employee; it is subject to change by the employer as the needs of the employer change.