Administrative Support Assistant II (Prescott, AZ)

The Yavapai County Cooperative Extension Office is seeking an enthusiastic and organized individual to fill the position of Administrative Support Assistant II. This individual is the initial contact for both internal and external stakeholders. The incumbent will work with Extension faculty, staff, and community members, and as such, demonstrate a friendly, helpful, and professional first impression to all who interact with the office.

The successful candidate will provide administrative support for the office, such as coordinating activities, scheduling, and other support duties to ensure efficient office operations. The ideal individual will have excellent customer service skills, strong, efficient, and effective written and verbal communication, administrative and organizational skills, and the ability to manage multiple priorities. The successful candidate should expect to work in a team environment and be able to manage tasks and projects independently.

Our staff connects Yavapai County communities to University science and other expert advice to help people get healthier and businesses be more successful. The University of Arizona Cooperative Extension of Yavapai County has been serving area residents since 1914 through educational programs. We represent a unique three-way partnership of the United States Department of Agriculture, the University of Arizona and Yavapai County to provide local citizens access to the Land Grant University System. Our roots in communities help us understand local needs and put university expertise and connections where they can make a difference - improving lives and communities.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Administrative:

• Record minutes at meetings and process the written report for distribution.
• Print and distribute reports, correspondence, technical documents, forms, and fliers.
• Maintain existing spreadsheets, input data, and update databases, and cross-index and alphabetically file documents or correspondence.
• Work closely with the Mohave office Administrative Secretary on transactions to ensure processing is complete.
• Maintain all office calendars.
• Arrange for facilities and services to conduct conferences, workshops, or meetings as directed by the supervisor.
• Assist with conference/workshop registration and setup.
• Monitor and order office supplies.
• Troubleshoot technical difficulties with office equipment and computers in consultation with appropriate IT and other technical consultants.

Communication:

• Responsible for working at the front desk at the Yavapai County Prescott office and interfacing with the public.
• Ensure that public areas are welcoming, and program and community information is displayed, maintain office bulletin board, document holders, and general office appearance.
• Greet visitors and refer them to the appropriate office staff or supervisor.
• Monitor and redirect as needed all incoming emails, and sort and distribute mail for office staff.
• Answer telephone calls and route them to the appropriate person.
• Communicate with and support routine and non-routine inquiries from faculty, staff, and the public.
• Provide clerical support to the administration team, 4-H, Agriculture and Natural Resources, and Family and Consumer Health Sciences.
• Resolve typical administrative and operational problems or situations impacting the staff and faculty work unit under supervisor direction.

Financial Administration & Reporting:

• Monitor and approve department program expenditures, ensuring that budget allocations are not overspent.
• Under supervision utilize UAccess to review and monitor account activity, budgets, and balances for appropriate spending and compliance with the Program directives and UA policies and regulations.
• Assist with requesting, reviewing, processing and/or approving day-to-day business transactions such as invoicing, cash receipts, disbursement vouchers, travel expense reimbursements, and payment requests with accuracy, completeness and in compliance with University policies and procedures.

Social Media & Technical:

• Assist with departmental websites and communication platforms to ensure accurate content.
• Work with department staff to create and distribute digital marketing through Trellis software.
• Assist with social media with departmental content in collaboration with other department staff.
• Create Smartsheet registration forms and maintain registration data with input from department staff.
• Assist with preparation of the annual report using Microsoft software.

Knowledge, Skills, and Abilities (KSAs):

• Excellent verbal and written communication skills.
• Excellent organizational abilities and able to manage and establish work priorities as needed.
• Ability to work collaboratively in a team environment.
• Proficient in Microsoft Office Programs (Work, Excel, and PowerPoint) and Adobe.
• Knowledge of standard office policies and procedures.
• Ability to work in a busy and sometimes noisy work environment.

• High school diploma or high school diploma equivalency is required.
• Three years of relevant experience, or equivalent combination of education and work experience.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy

• Experience
  working with the public in a school, college, and/or community-based
  organization setting.
• Prior work in
  an administrative support position or in a similar role.
• Experience
  working with financial administration software
• Previous
  experience with social media, marketing, and digital communications.