(Revised April 2003) Section 8.C

Section 8.C -- County-Paid Staff

Personnel Procedures

• County Personnel Policy Handbook
• Steps in Hiring County-Paid Staff
  • Job Description
  • Advertising the Position
  • Conducting Interviews
• Checklist for New County Employees
  • Centralized Employee Registry (New Hire Reporting)
  • Health Care Access Legislation
• Federal Wage Hour Law
  • County-Paid Staff Overtime
  • Work Week
  • What Constitutes Work?
  • Documenting Time Worked
• Temporary Employment
• Performance Evaluation
  • Performance Review-Program Assistant (Sample)
  • Performance Review-Office Assistant (Sample)
  • Performance Appraisal-Program Assistant (Sample)
  • Performance Appraisal-Office Assistant (Sample)
• Training Outline for New Office Assistant (Sample)

County Personnel Policy Handbook

A template for the County Personnel Policy Handbook can be found at: http://www.extension.iastate.edu/hr/handbook.html

Section 8.C Return to top

Steps in Hiring County-Paid Staff

Prepared by Bruce Stoll, Assistant to the Vice Provost, Human Resources, revised, August 1995.

1. Develop or revise written job description in conjunction with all staff and council.

2. Determine requirements -- minimum, preferred. Determine salary, benefits and hours. Write vacancy announcement (sample below).

3. Write advertisement -- set deadline -- advertise (sample below).

4. Distribute applications and vacancy announcements.

5. Review applications. Determine number to interview -- check references.

6. Interview -- staff and council.

7. If this position involves working with children, conduct a background screen of candidates, in accordance with the ISU Extension Child Protection and Safety Policy. (See Human Resources memo dated March 1, 1995. A copy is included in Section 7.B.)

8. Select candidate and hire.

9. Train

10. Evaluate

Suggestions

1. The job description -- What do you want the person to do? This is your chance to change anything you want changed, to start fresh. Be specific where appropriate, but be sure to include a paragraph that states: "The above is illustrative of the duties performed. It is expected that the incumbent will perform all other related or similar duties as assigned by the supervisor."

This is an excellent opportunity to gain consensus of other staff and council regarding expectations of this position.

2. Requirements -- Remember, the more minimal the requirements, the larger the pool of applicants. If you say 60 wpm, as opposed to 40 wpm typing speed, your pool reduces. You or your local Department of Employment Services should test for skills. Experience required (successful) should not exceed three years and should probably be closer to one year. Computer skills should be noted if appropriate.

Determine hours.
Determine salary.
Determine benefits.

All three should be as competitive as possible, and stated in the vacancy announcement. Don't wait until you see who applies to decide these items.

3. Advertisement -- Put key elements only in the ad -- title, requirements, general statement of duties, the employer and location, and application deadline. Always add AA/EEO (Affirmative Action/Equal Employment Opportunity) at the bottom of the advertisement. The position probably should be listed with your local Department of Employment Services office, and also advertised in your local newspapers. There should be about 15 days between the time it is advertised and the deadline.

4. Applications -- Provide an application form and vacancy announcement to each applicant.

5. Review applications by committee and arrive at top candidates. References should always be checked. You should, on the application, ask the applicant if it is o.k. to check with references and former employers. If the application indicates "NO" then call the applicant to determine if he or she is a serious candidate. Prior to the interview it will be necessary to check references.

6. Interview applicants -- It may be a good idea to prepare a list of questions to be answered by each applicant. Each person on the committee could ask one or two. This way you can compare apples to apples, rather than an apple to an orange. (Two county staff, along with members from the Council, is the normal committee.)

7. If the position involves working with children, conduct a background screen of candidates in accordance with the ISU Extension Child Protection and Safety Policy.(See Human Resources memo dated March 1, 1995. A copy is included below .)

8. Select and hire the best qualified. Notify those not selected for the interview in writing that they were not selected.

Those actually interviewed and not selected should receive a phone call from someone on the committee.

9. Training -- Using the job description, make a checklist of all those things a person needs to know to perform satisfactorily. Be sure to cover all things over a period of time.

10. Evaluate -- Performance Appraisal.

Job Description

Following is a sample job description for a county extension office assistant:

POSITION: County Extension Office Assistant
HOURS: 3 days per week, 8 a.m. to 5 p.m.
DATE OPEN: Immediately

QUALIFICATIONS:

1. High School Graduate.

2. Any combination of clerical office experience and/or post high school secretarial/clerical training which is the equivalent of two years of full-time employment. References required.

3. Advanced microcomputer skills required, Microsoft Windows, Word for Windows and Excel preferred or related programs.

4. Ability to type at a minimum of 50 words per minute.

5. Filing, organizing and other abilities demonstrated through related work experience.

6. Problem solving skills, organizational skills and ability to work on multiple tasks..

7. People oriented individual, skilled in customer relations and willing to be a team player. Must be able to work in a group effort.

SALARY: $_______ per hour. Additional benefits include IPERS and Social Security.

APPLICATION: Apply at the _____________ County Job Service until _________ (date).

Contact person: ___________________________, County Extension Education Director

AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Advertising the Position

Following is a sample letter that can be used to advertise a county job opening:

Date:

TO:

FROM:

County Extension Education Director

Please place the following ad in your paper __________ (dates). Any questions can be answered by ___________(CEED's name), _______________ County Extension Service, ___________ (phone). Please bill the _____________ County Extension Operating Account.

__________________ COUNTY EXTENSION OFFICE ASSISTANT:

Three days per week. Duties: Receptionist, typing, operating office machines, filing, customer relations. Minimum qualifications: High school graduate, two year's secretarial experience and/or training, advanced microcomputer skills - prefer MS Word/Excel for Windows or related programs, organizational skills, type 50 words per minute. Apply until ______ (date) at _______________ County Job Service. AA/EEO.

Conducting Interviews

Suggested questions

1. Describe:

• the specific work performed in the job
• the relationship of this function to the rest of the office
• the nature of supervision and reporting relationships
• the general conditions: hours, travel, training, etc.
• salary and benefits

2. Discovering an applicant's qualifications:

• Tell me about your past work experience that relates to this job.
• What education/training has prepared you for the job?
• What abilities and qualities do you see in yourself that will help you to be successful in this position?
• Relate any past experiences outside of paid employment that will help you with the job.

3. How did you hear about the job?

4. Do you have past experiences with extension/4-H?

5. Describe duties/assignments that required organizational skills or describe a project that you organized.

6. What aspects of this job do you anticipate liking the most? Having the most success with? Dislike? Explain.

7. This job requires some flexibility in hours, be available five days sometimes. Will this be a problem for you? Are there any conditions that will keep you from doing this job?

8. Considering the duties of this job, which are you prepared to assume immediately? Which will require some time for you to learn? Do you know MS-DOS, Microsoft Word (for Windows), Excel (for Windows), Lotus, Money Counts, Quicken?

9. If selected how soon could you start?

See also Successfully Interviewing Job Applicants handbook distributed with previous editions of the Aministrative Handbook. This publication also is available from the Department of Employment Services (Division of Job Service). Call 1-800-JOB-IOWA (1-800-562-4692).

Section 8.C Return to top

Checklist for New County Employees

Centralized Employee Registry (New Hire Reporting)

June 26, 1997

From Bruce Stoll

In 1993, the Legislature created the Centralized Employee Registry (CER) which is in the Iowa Code Chapter 252G. It requires all employers to report new hires or rehires. An updated packet of information was provided each county office by the Department of Human Resources in November 1994, detailing changes and the new forms to be used. County offices must report. Probably most offices are already reporting because the form that is completed for Iowa Withholding includes the CER form. Only those hired directly by the county should be reported. Contact the Department of Human Services Hotline at (515) 281-5331 if you need forms or have questions.

Health Care Access Legislation

May 31, 1995
To: County Directors
From: William E. Linstrom, Associate Vice Provost

Re: Health Care Access Legislation

You may recall receiving a message from me dated November 21, 1994, in which I outlined some problems with legislation passed during the 1994 session of the Legislature. I indicated either the Legislature would clarify the issues through amendments to the law, or that the rules process would work out the issues.

The latter has occurred and the legislation is now taking effect (May 1995). This is an attempt to provide you a very brief summary of the law and a suggested course of action that will bring you into compliance. I would suggest that you include this in Section 9 of your Administrative Handbook.

The law requires that employers of full or part-time employees provide their employees a written referral to where they can receive information about health insurance. If the employer provides health insurance coverage for the employees, this provision of the law is satisfied. The referral is to be done at or soon following the employment date. The law does not require employers to provide all or part of the costs of health insurance, but the employer is to provide payroll deduction of health insurance premiums, should the employee make such a request. The law does not cover temporary employees which have been defined as seasonal, intermittent, internship, trainee or temporary employees.

To comply with the law, I would urge the following:

1. Identify local health insurance agencies which would be willing to serve as a referral. To serve this function, someone would need to be available and willing to explain their insurance coverage and have the coverage for sale. It is possible that you may want to list more than one agent/agency.

2. When you have a new employee, you are to provide the employee a letter, sample attached, referring the employee to those sources of information. A copy of the letter ought to be signed and retained as a part of the employee's permanent file.

3. If the employee requests, you are to deduct the cost of the premium from the employee's paycheck. This presumes that the employee earns enough to pay the premium. You, as the employer, are not required to provide and/or pay for the insurance premium.

4. The Iowa Insurance Division has the responsibility to enforce the provision of this law and they have authority for review and assessment of penalties.

The intent of the law is to assure that people have access to information about insurance protection. The above accomplishes that. Should you have questions or need additional information, please contact your Area Director. Thank you for your attention to these details.

Sample Letter on Health Care Insurance

Dear _______________

As an eligible employee of the ____________ County Agricultural Extension District, we are offering you this written referral to sources of information concerning health insurance.

The following is/are a licensed health insurance agent(s). They are prepared to assist you in obtaining an individual health insurance policy that can be paid on a monthly basis from your savings account, checking account or as a payroll deduction.

Agent/Agency Name -- Address -- City -- Phone Number

Please sign and date this document. One copy will be given to you to provide information where you can obtain health insurance, and one copy will be retained in your personnel file. By your signing this, we are documenting our compliance with the State of Iowa Insurance "Access" Law.

__________________________ ____________

EMPLOYEE, DATE

__________________________ ____________

EMPLOYER, DATE

__________________________ ____________

Section 8.C Return to top

Federal Wage Hour Law

County -Paid Staff Overtime

All county offices are covered by the Fair Labor Standards Act. This act outlines payment policies of employees. Office assistants and program assistants must be paid in compliance with the law. The responsibility for compliance rests with each county council.

The content of the work, not the method of payment (hourly/monthly) determines eligibility for overtime. This includes salaried office assistants and program assistants. Yearly salaries should be divided by 2,080 to determine the hourly rate.

Work Week

The employer decides the start and stop of a work week which is 168 consecutive hours (seven consecutive 24-hour periods). The University uses 12:01 a.m. Saturday to Friday at 12:00 midnight. (Counties may select different seven consecutive 24-hour periods.)

During the work week, compensatory time can be granted on an hour-for-hour basis. For example, if an office assistant works 10 hours on Monday he or she could work six (using the two from Monday) on Tuesday and 8 hours Wednesday, Thursday, and Friday, and meet the 40-hour schedule.

Compensatory time off or pay at the rate of time-and-one-half for hours worked in excess of 40 hours in a work week should be granted after the work week. For example, if a program assistant works 8 hours Monday through Thursday and 10 hours on Friday, he or she should receive 43 hours of pay, or 40 hours of pay and 3 hours of accrued compensatory time.

What Constitutes Work?

Answer: All hours that the employee is required to give the employer are considered work, and should be compensated. The language in the law is "suffered or permitted," which means if you allow the person to work, you pay. This means, office assistants or program assistants may not volunteer to do their jobs. County directors need to review work done before and after the eight-hour day, and also work performed during the lunch hour. Work during the fair or overnight camps needs to be evaluated to determine pay obligations. If the employer is aware of the time worked and benefits from the work, the employees must be compensated, even if they don't ask.

Documenting Time Worked

Federal wage hour law requires that wage-hour sheets be completed by staff and approved by supervisors. Vacation and sick leave accrued and used also should be reported. Instructions can be found in the ISU Office Procedure Guide.

Section 8.C Return to top

Temporary Employment

From IPERS Monthly Update, July 1, 1992

Temporary employees are excluded from IPERS coverage provided they have not established an ongoing relationship with an IPERS' covered employer. They establish that relationship when the employee is paid wages of $300 or more in two consecutive quarters, or if the employee is employed by a covered employer for 1,040 or more hours in a calendar year. Coverage will begin the quarter after the permanency of the relationship is established.

Employees who come back to employment with the same employer within one year (within four full quarters) of their previous employment are treated as already qualified for IPERS' coverage (provided they had met the $300 or more in two consecutive quarters originally).

However, if these employees return to the same employer after remaining out of employment for more than four full quarters, the employer would treat the employees as temporary employees who would again need to qualify for coverage, that is, they met the $300 or more in two consecutive quarters before being covered the next quarter.

Bottom line: if last summer's seasonal employees earned $300 in two consecutive quarters and are now returning before four full quarters have elapsed, they would be covered under IPERS from the first day of employment, whether or not they were covered under IPERS last summer.

Section 8.C Return to top

Performance Evaluation

Performance Review for Program Assistant

(Sample prepared by Carolyn Manning, Story County Extension Education Director)

The staff member is asked to review this form and conduct a personal evaluation giving a rank of 1 to 10 for each of the following duties or responsibilities. Evaluation guidelines are as follows:

1-2-3 Below Successful Level
Describes a range of performance that needs considerable refinement to correct certain deficiencies. Individuals at this level may require additional experience, training, counseling, or motivation in order to continue employment with ISU Extension.

4-5-6-7 Successful Level (Good)
Describes a range of performance at a level considered desired of an extension youth and 4-H coordinator, given the person's education and professional experience. An individual at this level may perform, on some occasions above the average expected.

8-9-10 Above Successful level (very good to excellent)
Describes a range of performance that is consistently at a level exceeding acceptable performance. Such performance is widely recognized and cited by staff, councils, and clients.

The County Extension Education Director will also complete this evaluation. The document will be reviewed and discussed by the CEED and Youth and 4-H Coordinator.

CEED's Evaluation	Your Evaluation	Evaluation of Characteristic Duties and Responsibilities
General Policies
		Clientele Responds in prompt and courteous manner to clientele requests Uses good judgment in determining best way to help client
		Job Performance and Initiative Enthusiastic about the job Organizes assigned tasks and establishes priorities Does not let other activities in office detract from own responsibilities Adapts to change Adapts to workload Arrives and leaves work on scheduled hours
		Staff Relationships Respects rights and opinions of others Accepts constructive suggestions (criticism) Gives constructive suggestions (criticism) Makes suggestions to improve staff relationships
		Professional Philosophy Businesslike and professional appearance and attitude Loyalty to staff and organization Keeps business confidential Markets ISU Extension as part of ongoing work Acquires through appropriate training and other means the skills needed to perform required tasks
Duties and Responsibilities
		Volunteer Support Assists CEED in identifying, recruiting and selecting volunteers appropriate for all delivery methods Assists CEED/FS in providing orientation for volunteers Organizes and assists CEED/FS with training of volunteers Is available to volunteers for support, consultation, advice in carrying out program Utilizes volunteers effectively Assists CEED in organizing and implementing a volunteer recognition system Assists in evaluation of volunteers
		Member Recruitment Identifies potential youth audiences Assists CEED/FS in implementing the youth audience recruitment plan Coordinates National 4-H Week and recruitment activities
		Maintaining groups Assists in the organization of 4-H groups in all delivery methods Coordinates the 4-H enrollment system Identifies and mobilizes resources for groups Assembles and prepares material for county 4-H newsletter Available to adults and youth for support, consultation, and advice
		County Activities and Events Implements professionally developed plan Assists volunteers in conducting activities and events Works as part of a staff team to coordinate with fair boards to implement planned programs and events Works with volunteer committees to evaluate record books and conduct award program Organizes and conducts informational/educational meetings for identified audiences
		Curriculum Assists CEED in development of six month plan of work Coordinates and/or presents information from existing curricula through the various delivery methods, school enrichment, special interest, community club, camping and other methods Assists CEED/Youth FS in organizing materials for support of the program, including organizing material for checkout Coordinates with OA for ordering of materials and publications Works in cooperation with staff to develop and implement programs to meet special needs of identified youth (handicapped, latch key, youth at risk) Assists in evaluation of programs
		Resource development Utilizes youth development committee to secure public and private program support Develops and/or supports Friends of 4-H and other programs to secure financial support for specific programs Identifies where other staff's expertise could assist the Youth and 4-H program with resource development Support grant efforts
		Program Visibility Works with CEED to coordinate media coverage of Youth and 4-H program Coordinates with media for covering events and activities

Areas of Greatest Strength:

Suggestions for capitalizing on your Strengths

Areas Needing Improvement:

Suggestions for accomplishing improvement:

Personal Goals:

*Signed _________________________ Date: ____________
Youth and 4-H Coordinator

Signed __________________________ Date: ____________
Evaluator/Supervisor

* This signature acknowledges that the contents of this summary are known to the staff member. It does not necessarily indicate agreement. The staff member may submit, in writing, a response or addendum of explanation to be attached to this document. This should be done within 30 days and will be included in the staff member's personnel file.

Performance Review for Office Assistant (Sample)

Prepared by Carolyn Manning, Story County Extension Education Director

Performance Review
Extension Office Assistant
Story County

The staff member is asked to review this form and conduct a personal evaluation giving a rank of 1 to 10 for each of the following duties or responsibilities. Evaluation guidelines are as follows:

1-2-3 Below Successful Level

Describes a range of performance that needs considerable refinement to correct certain deficiencies. Individuals at this level may require additional experience, training, counseling or motivation in order to continue employment with ISU Extension.

4-5-6-7 Successful Level (Good)

Describes a range of performance at a level considered desired of an extension office assistant, given the person's education and professional experience. An individual at this level may perform, on some occasions, above the average expected.

8-9-10 Above Successful Level (very good to excellent)

Describes a range of performance that is consistently at a level exceeding acceptable performance. Such performance is widely recognized and cited by staff, councils, and clients.

The County Extension Education Director will also complete this evaluation. The document will be reviewed and discussed by the CEED and Office Assistant.

CEED's Evaluation	Your Evaluation	Evaluation of Characteristic Duties and Responsibilities
General Policies
		Office Callers Promptness in responding to office callers Courteous to callers Satisfaction given to callers Uses good judgment in determining best way to help client Accuracy and completeness in reporting messages
		Phone Promptness in responding to telephone callers Courteous to callers Satisfaction given to callers Uses good judgment in determining best way to help client Accuracy and completeness in reporting messages
		Job Performance and Initiative Enthusiastic about the job Organizes assigned tasks and establishes priorities Does not let other activities in office detract from own responsibilities Adapts to change Adapts to workload Arrives and leaves work on scheduled hours
		Staff Relationships Respects rights and opinions of others Gives equal treatment to job assignments of each staff Accepts constructive suggestions (criticism) Gives constructive suggestions (criticism) Makes suggestions to improve staff relationships
		Professional Philosophy Businesslike and professional appearance and attitude Loyalty to staff and organization Keeps business confidential Interest in ISU Extension educational programs Markets ISU Extension as part of ongoing work Acquires through appropriate training and other means the skills needed to perform required tasks
Duties and Responsibilities
		Management of Publications Orders publications in a timely manner Distributes the transmittal packet. Files or distributes pieces after staff review Maintains the reference files and the handout files Adequate knowledge of publications available and in inventory Displays current and seasonal publications Prices publications upon arrival
		Mail Bulk Mailings completed in timely manner Understands penalty mail regulations, bulk mail procedures Manages daily mail in a timely manner, including pick up and sorting, processing, and delivery to Post Office Maintains and updates mailing lists
		Office Equipment Operates all office equipment Assists in keeping equipment in good working order
		Computer Participates in training needed to have required skill level Uses applications: Microsoft Word, FileMaker Pro, Excel, Blue Ribbon Package, Eudora, Telnet, Gopher (as tasks require) Shows increased skill in operation
		Letters, Fliers, Posters and other documents Material is proofed and accurate upon completion Materials is well constructed and layout is attractive Copy(s) is placed in appropriate file (masters in master file, letters in staff correspondence file, If copied publication, one copy in reference file, multiple copies in handout file)
		Operating Account Books and reports completed in a timely fashion Accuracy in preparing reports and checks
		Agency Fund Books and reports completed in a timely fashion Accuracy in preparing reports and checks
		News Releases News releases are completed accurately and sent routinely News calendar is kept current
		Management Maintains calendar to include meeting room and other facility usage Keeps Resource notebook up-to-date Handles pre-registration Maintain notebook of weekly staff schedules Manages staff meeting on rotational basis Maintains attractive bulletin board in entry Assists with maintenance of physical facilities including room setup and other tasks in preparation for programs
		Office Supplies Orders needed supplies in a timely manner Aware of supplies/materials in inventory Considers price when placing orders
		Program Resources for Checkout Checkout materials are easily accessible Catalog new materials and attach ISU-Story County identification Resource materials are reviewed periodically for completeness and condition Contacts are made periodically to have overdue materials returned
		Equipment Checkout Manages and updates the equipment check out system Equipment checked periodically and contact made to have overdue material returned Equipment is kept in working order Supply of replacement parts kept on hand
		Satellite Keeps records of upcoming programs and coordinates Able to tune in programs Able to set up TVs and tape satellite programs

Areas of Greatest Strength:

Suggestions for capitalizing on your Strengths

Areas Needing Improvement:

Suggestions for accomplishing improvement:

Personal Goals:

*Signed __________________________ Date: _______
Office Assistant

Signed ___________________________ Date: _______
Evaluator/Supervisor

* This signature acknowledges that the contents of this summary are known to the staff member. It does not necessarily indicate agreement. The staff member may submit, in writing, a response or addendum of explanation to be attached to this document. This should be done within 30 days and will be included in the staff member's personnel file.

Performance Appraisal for Program Assistant (Sample)

Provided here is an example of a form used to gather feedback from peers or clients on the performance of a program assistant.

Prepared by Carolyn Manning, Story County Extension Education Director

Confidential: Your identity will not be revealed except to supervising staff. You may be contacted for additional information.

Iowa State University - Story County
Youth and 4-H Coordinator Performance Appraisal

_______________________________ Date: _______
Name of Staff Member
Being Evaluated

Levels of Success:

7=Far above Successful level
6=Moderately above Successful level
5=Slightly above Successful level
4=At Successful Successful level
3=Slightly below Successful level
2=Moderately below Successful level
1=Far Below Successful level
0=Did not observe

Appraisal Factors	Level of success (circle number)
Clientele are satisfied with assistance provided	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Prompt and courteous service to clientele	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Uses good judgment in determining best way to assist client	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Works as a team member with other extension staff and volunteers	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Enthusiastic about the job	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Markets and promotes ISU Extension as a credible source of unbiased, research based information and education	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Businesslike and professional appearance and attitude	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Programming reflects the use of creative and innovative ideas to solve problems	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Utilizes volunteers effectively	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Is effective in youth recruitment	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Ability to organize work and program	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0

Person Completing Form: _________________________ Position : ____________________

Areas of Greatest Strength:

Areas Needing Improvement:

Suggestions:

Other Comments:

Performance Appraisal for Office Assistant (Sample)

Provided here is an example of a form used to gather feedback from peers or clients on the performance of an office assistant.

Prepared by Carolyn Manning, Story County Extension Education Director

Confidential: Your identity will not be revealed except to supervising Staff. You may be contacted for additional information.

Iowa State University - Story County
Office Assistant Performance Appraisal

__________________________________________ Date: _______________
Name of Staff Member Being Evaluated

Levels of Success:

7=Far above Successful level
6=Moderately above Successful level
5=Slightly above Successful level
4=At Successful Successful level
3=Slightly below Successful level
2=Moderately below Successful level
1=Far Below Successful level
0=Did not observe

Appraisal Factors	Level of success (circle number)
Prompt and courteous service to clientele	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Clientele are satisfied with assistance provided	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Works as a team member with other extension staff and volunteers	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
County offices functions efficiently and in a positive manner	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Markets and promotes ISU Extension as a credible source of unbiased, research based information and education	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Businesslike and professional appearance and attitude	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0
Produces a quality product which represents lSU Extension well	7 - 6 - 5 - 4 - 3 - 2 - 1 - 0

____________________________________ Position: _________________
Person Completing Form

Please use the space below to make comments.

Areas of Greatest Strength:

Areas Needing Improvement:

Suggestions:

Other Comments:

Section 8.C Return to top

Training for New Office Assistant

Sample prepared by Carolyn Manning, Story County Extension Education Director

TASK	WHO will train	When
Review the EFCOG Handbook	___________________	_______________
Phone (answering, how messages are handled, answering machine, messages)	___________________	_______________
Office Callers	___________________	_______________
Referral Process for requests for help (who to refer to, where to find names/numbers)	___________________	_______________
Pre-registration Process for programs	___________________	_______________
Resource Notebook	___________________	_______________
Mail (opening, processing) (Penalty, postage meter, postage paid) (bulk) (basket, mailing)	___________________	_______________
Work basket, work orders, where correspondence filed	___________________	_______________
Who we are, relationships of staff in office, Field Specialist's job vs. County staff	___________________	_______________
Tour of Office, key, where to find things, opening and closing procedures, needs for desk, location of supplies, equipment, resources	___________________	_______________
Office equipment operation (copy machine, fax, folder, typewriter)	___________________	_______________
Ordering publications, Marking with cost, Cost Publications/Paying for	___________________	_______________
Weed, plant, tree, soil samples	___________________	_______________
Filing system	___________________	_______________
Transmittal packet	___________________	_______________
Bulletin rack	___________________	_______________
Supplies (how ordered, where kept)	___________________	_______________
Mailing lists	___________________	_______________
Introduce computer (assess training needs)	___________________	_______________
Computer Training (classes, tutorial, assistance from staff)	___________________	_______________
Masters drawer (how organized and used)	___________________	_______________
Media (what we do, how we do it)	___________________	_______________
Booking dates in calendar (how to book Christy Meeting room, policies)	___________________	_______________
key system	___________________	_______________
Booking process and check out of kits and other resources for loan	___________________	_______________
Booking and checkout process for equipment	___________________	_______________
Extension council relationships, etc.	___________________	_______________
Relationship with fair board	___________________	_______________
Weekly staff schedules	___________________	_______________
Staff meetings for Story County (obtain calendar)	___________________	_______________
Satellite	___________________	_______________
Program Overview Agriculture Families Communities 4-H CIRAS	___________________	_______________
Bookkeeping, Education Account	___________________	_______________
Bookkeeping, Trust Account	___________________	_______________
Check insurance, appropriate forms to be filed for staff member re: taxes, etc.	___________________	_______________

Section 8.C Return to top

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Revised April 29, 2003. Content questions? Ask the experts.
Comments or suggestions? Contact the committee, (e-mail: ofcguide@iastate.edu)