CONTEXT OF JOB:
Under general supervision, the Administrative Assistant II performs complex and non-routine administrative duties for the Kent County Cooperative Extension Office. The principal emphasis of the position is to provide assistance in the administration of grants processing and reconciliation of financial accounts. A high level of sound judgment, initiative, attention to detail, and problem solving skills, along with the ability to make independent decisions, are required to be successful in this position.
Major Responsibilities:
- Monitor financial activities for staff members housed in the Kent County Cooperative Extension Office.
- Keep track of the Kent County Cooperative Extension Office operating budgets, including the disbursement of local support funds.
- Monitor overall unit accounts and periodically provide balance reports to staff.
- Analyze expenditures and reconcile multiple and complex accounts.
- Prepare accounts for audits and close outs; and maintain grant files.
- Prepare Journal Vouchers, Vendor Payments, Payment to Individuals, Purchase Orders, and Nonstudent Billings.
- Allocate credit card charges to appropriate accounts, monitor and analyze spending, reconcile statements.
- Prepare Business Expense Reports (BERs) for staff and professionals.
- Process miscellaneous wage employees' bi-weekly pay using UD-TIME.
- Deposit all program funds.
- Review, research, compile, and analyze reports, documents, and claims to ensure conformance with operating guidelines, University policy, state, Local, and Federal regulations.
- Review data control processes and implement new methods and procedures for effectively reviewing and entering data.
- Maintain program and financial connections with partner institutions & University departments.
- Process new hires including filing of employment forms, onboarding, following up on background checks, setting up email, etc.
- Act as Office Liaison for Human Resources, Payroll and Time/Leave staff needs.
- Coordinate and track all property and building maintenance requests and problems. Work with facilities group in Lewes on building related issues.
- Act as IT Liaison: attempt to resolve day to day computer issues, communicates needs, identify resources or solutions to problems that can be handled directly at the office, and set up work to be completed by the IT support center.
- Responsible for Zoom web conference procedures.
- Coordinate meeting needs such as IT equipment, room setup, catering, etc.
- Assist with program marketing, such as create/manage posts/events on the Cooperative Extension website, Facebook and Instagram, newspapers and media outlets; create and/or revamp publications, flyers, posters, etc.; work with University Printing for publications.
- Manage records, including maintaining program files and documents.
- Monitor and maintain office and program supply inventories.
- Assist with the main office coverage including walk-ins, phone, web inquires and the sale of soil test kits
- Assist Kent County Extension Director and other county staff members with other activities as required (e.g., travel arrangements, mailings, outreach activities, etc.).
- Perform other related duties as assigned.
Qualifications:
- Minimum of a high school diploma or GED with two to three years of experience. Additional related education may be substituted for required experience. Associate's degree or equivalent course work in business administration, accounting, or related field preferred.
- Extensive experience with the financial activities listed above preferred.
- Experience with office practices and procedures.
- Ability to use advanced techniques in spreadsheet, database, and document editing software.
- Ability to communicate and interact well with people of all ages and diverse backgrounds.
- Knowledge of University operating procedures preferred.
- Familiarity with partner agencies and organizations desirable.
Applications close: May 09 2019 Eastern Daylight Time
To apply please click here!
Show Printable Job