The Office Manager/ Program Assistant ensures that the accounting, clerical and administrative portions of the County Office are accomplished effectively and efficiently. The position is the first point of contact with clientele. The position requires customer relation skills; the willingness to work with the public and the ability to maintain a positive attitude. This position also requires initiative, punctuality, efficiency, confidentiality, adaptability to change and to a varying workload and an interest in self-improvement. In addition, the position will work with youth, volunteers and professionals to plan, implement and evaluate a progressive series of educational programs and experiences that work toward multiple life skill outcomes.

Office Manager Responsibilities

• Greets walk-in customers and answers phone, handling requests in a pleasant, courteous, and professional manner
• Communicates effectively with youth and families, volunteers and other staff members
• Answers e-mail, voicemail and fax requests in a timely manner (preferably within 24 hrs.)
• Direct visitors to the appropriate person and office • Answer, screen and forward incoming phone calls
• Answer, screen and forward incoming phone calls
• Schedule appointments and verify availability
• Provide basic and accurate information in-person and via phone/email
• Maintains internal organizational files such as office files, office supply cupboards, copy paper shelves, publications and equipment inventory. Order office supplies. In addition, maintain computer and hard copy files of project resources, events, and history
• Demonstrates a working knowledge of Microsoft Office programs, 4-H database, internet, and operation of office equipment and procedures
• Maintains online client data bases as needed
• Daily picks up and delivers mail including sorting and routing mail and packages and preparing individual and bulk mailings with compiled and maintained distribution lists and mailing databases.
• Completes copying, typing, folding, labeling, stuffing envelopes, general office maintenance and organization
• Assists with pick-ups from and delivers to campus and other locations as needed
• Manages Mitchell County Website – updates, programs, newsletters and calendar.
• Attends scheduled office and regional staff meetings, trainings, webcasts and professional development while also maintaining meeting room calendar.
• Completes calendar of events and news releases and sends out to area media.
• Responsible for maintaining bulletin board and front office. Ensure area is tidy and presentable, Keep current materials on display.
• Take cash, checks and make receipts.
• Reconcile cash drawer on a bi-weekly basis schedule.

Program Assistant Responsibilities

• Plans, coordinates, and implements educational programming in a program area in collaboration with CYC, Executive Director and council.
• Coordinates Manure Management and Pesticide Applicator trainings, such as managing registrations, ordering of refreshments, setting up of audio/video equipment, preparing and printing required documents and mailing paperwork and payment to campus, including keeping accurate records and retention policies.
• Complete volunteer background screenings
• Manages local data collection in line with program area requirements, such as MyData and 4-H Online.
• Maintain a positive working relationship with staff and clients in the county.
• Remains familiar with resources, network, contacts, materials and products for offerings in:
  • Agriculture & Natural Resources
  • Human Science and Outreach
  • Youth and 4-H
  • Communities & Economic Development
• Assists all Mitchell County dedicated ISU field specialists and county coordinators with programing needs as requested with program preparation, arranging registration, space rental, refreshments or meals, printing of supplement materials, hosting events, timely communication with participants in event of cancellation or postponement, entering program information in the data reporting system promptly following programs
• Other duties as assigned.

Skills

• Friendly, service-oriented personality
• Strong written and verbal communication skills
• Excellent organizational and time management skills • Great customer service and interpersonal skills
• Tactful when communicating with others
• Keen attention to detail
• Professional attitude and appearance
• Ability to be resourceful and proactive when issues arise
• Proficiency with common word processing and computer layout and design software (including Publisher and Word).
• Comfortable in a fast-paced environment

Education

• Associates Degree or equivalent work experience

To apply please complete the application and return it to: Mitchell County Extension and Outreach, c/o Darla Olson; 315 Main Street Osage, IA 50461 or email to daolson@iastate.edu by Feb. 17, 2023. 

• IPERS
• Dental insurance available
• Health insurance paid at 80 percent FTE
• Live insurance $15,000 single policy
• Vacation
• Sick Leave