Extension Secretary

The County Extension Executive Secretary is responsible for a variety of general office tasks. Work involves the performance of standardized office duties which involve judgment based on knowledge gained through experience. Assignments which depart from established institutional and county procedures are approved by a supervisor, but employees will be expected to develop their own techniques and procedures. May coordinate functions with Extension staff and/or program assistants. Secretaries will work cooperatively with all agents and are administratively responsible to the county Extension Coordinator and District Extension Head.

Essential Job Functions

• Greets public & answers phone directing calls and clients to proper department.
• Reads and routes incoming mail, assembles files and other materials to facilitate reply by a supervisor.
• Maintains cross-referenced office files and a variety of other records.
• Answers correspondence pertaining to the division or department; compiles various statistical reports as requested.
• Orders materials and supplies; processes bills for payment.
• Coordinates, maintains, analyzes and summarizes fiscal and statistical data and prepares financial reports.

• Conducts duties in accordance with The University of Georgia Cooperative Extension Service EEO/AA plan that ensures educational programs, assistance and material to all people without regard to race, color, national origin, age, sex, or handicap status.
• Demonstrates considerable knowledge of business grammar and punctuation.
• Demonstrates considerable knowledge of office, procedures, systems, and current effective and efficient office practices.
• Is expected to operate a variety of office equipment such as typewriter, mimeograph, copier and telephone.
• Operates office computer and must be proficient on current work processing data management programs.
• Serves as the office receptionist. Must possess necessary skills to perform these public relation responsibilities effectively. Be available to receive the public during working hours unless otherwise temporarily assigned.
• Will have varying levels of responsibility for maintaining records for fiscal reporting. May prepare various account forms and exercise basic accounting responsibility in reconciling local Extension Budgets.
• Responsible for maintaining the office filing system in a manner that corresponds with the standard for all Extension office.
• May coordinate a variety of office tasks with other staff and/or Extension Program Assistants.
• Must possess ability to establish and maintain effective working relationships with county, district and state staff, local government employees and clientele. Must demonstrate and maintain a constant and obvious effort to capitalize on various professional improvement opportunities available.
• Maintains office inventory of publications, office supplies and materials as needed
• Orders supplies, publications and other materials as needed and stores them upon receipt.
• Exhibits high standards of professionalism in personal contacts, appearance and work habits.
• Receive and submit various types of samples for clientele. Some lifting required.
• Handle other duties as assigned

• High school diploma or GED: supplemented by experience providing secretarial/clerical or administrative support.
• Any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job.

• Knowledge of general office practices, procedures and equipment.
• Knowledge of departmental policies and procedures.
• Knowledge of record keeping and filing techniques.
• Knowledge of computers and related software application, excel and quick books
• Knowledge of business mathematics.
• Knowledge of English grammar, spelling punctuation.
• Skill of operating a typewriter, computer, calculator and copier.
• Skill in proficient and accurate typing.
• Skill in understanding following oral and written instructions.
• Skill in establishing and maintaining effective working relationships with other employees and the public.
• Skill in maintain accurate and detailed records.
• Skill in oral and writing communications. Skill in working independently with general supervision.