Office Assistant/Assistant Bookkeeper Position Available in Madison County

Iowa State University Extension, Madison County
Office Assistant and Assistant Bookkeeper
 
Position Description
 
Under general supervision, works with office staff to provide customer service, program support and public communications for Madison County Extension programming.
 
GENERAL DUTIES
 
CUSTOMER SERVICE – 65%

  • Answers phone and handles client requests
  • Organize and maintain office files, publications and equipment inventory
  • Coordinates internal and external reservations and use of the conference rooms
  • Sets up conference room for scheduled meetings
  • Provides hospitality to guests using conference rooms
  • Unlocks office at 8:00 a.m. Monday – Friday, and locks up office at 4:30 p.m. Monday – Friday; additionally secures office from 12:30 – 1:00 p.m. daily.
  • Stay up to date on Extension policies and program changes to communicate the most accurate information to clients seeking assistance
  • Coordinate registrations for programs
  • Handle cash and checks for publications and materials
  • Reconcile petty cash drawer on regular schedule
  • Assist 4-H families and volunteers with 4HOnline database enrollments
  • Support Executive Director, County Youth Coordinator and Ag Engineer Specialist with clerical help
  • Update websites, post notices for workshops, meetings and events on Extension Calendar.
  • Coordinate with Regional Marketing and Communications Coordinator for social media posts.
  • Prepare visual materials for staff to use in public relations or teaching (i.e.: posters, handout, brochures)
  • Capture information and professionally package it for clients
  • Maintain accurate records for Commercial and Private Pesticide Applicator Training Program
  • Communicate with IDALS and ISU Extension and Outreach state staff on regulations and appropriate procedures on processing registrations and certifications
  • Coordinate semi-annual pesticide training, scheduling reshows when appropriate
     

ASSISTANT BOOKKEEPING – 25%

  • Maintains close communication and coordination of information with the External outsourced bookkeeper.
  • Keeps the Extension Council, Executive Director and Regional Director informed of financial matters.
  • Initiates all accounting transactions.  Write receipts in appropriate receipt book for money received. Make change for clients. Prepare documentation and deposit funds received.  Receive and process payables/expenditures, and ensure checks mailed. Prepares invoices, monitors, collects and reconciles accounts receivables. Handles tax and benefits paperwork for new county-funded employees.
  • Ensures all documentation of accounting transactions and financial records are filed appropriately on the S drive.  Maintains all hard copies for grant monies, income, expenditures, receivables and required reports. Maintains hard copy files of voucher and receipt documentation for archives as well permanent manual folders/files archived differentially according to records retention policy. Ensures employee related records are maintained correctly and confidentially controls are in place for employee permanent files.
  • Maintains official financial hard copy yearly financial summary book from budget to final published report for permanent safekeeping. Prepares hard copy files for audit. Ensures county fiscal policy is implemented and followed in the county office. Implements internal control procedures for separation of duties.
  • Manages obtaining signatures by Treasurer/designee; ensures checks and all financial documents are timely distributed.
  • Printing and distribution of monthly reports for account managers.
  • Prepares, files and sends records for Program Specialist revenue generation/expense recovery to campus.
  • Provide training to staff on appropriate internal finance procedures.

     

OTHER TASKS/DUTIES – 10%

  • Provides clerical support Regional Program Specialists
  • Completes other assigned tasks.
  • Follows all policies, rules, and procedures as directed by the Extension Council or Executive Director.

 
SKILLS

  • Likes to work with public, excellent customer service
  • Excellent communication skills
  • Organization skills
  • Problem solving skills
  • Knowledge of basic office machinery
  • Ability to lift and move 40 pounds

 
QUALIFICATIONS

  • Two or more years’ experience in related field
  • Enjoys working with the public
  • Excellent communication skills
  • Excellent organization skills
  • Advanced knowledge of Microsoft Office, Adobe Acrobat, Internet, web editing, email
  • Knowledge of basic office machinery
  • Able to lift and move 40 pounds

 
WORK HOURS
Full-time.  The designated work week is Monday-Friday, 8:00 a.m. – 4:30 p.m. with a 30-minute lunch break daily. Occasional evening hours as scheduled.
 
BENEFITS
Paid Time Off (PTO) and holidays
FICA, IPERS
To apply, please fill out the Iowa State University Extension and Outreach, Madison County Application and return to Brooke Blessington at bbless@iastate.edu with a resume and cover letter.

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