Utah State University

Staff Assistant II - Weber County

City Weber County
Posted Date 3 days ago(9/15/2020 5:02 PM)
Requisition ID
2020-2953
# of Openings
1
Job Locations
US-UT
Category (Portal Searching)
Other
Position Type
Benefited Full-Time
Job Classification
Non-Exempt
College
Extension
Department
Northern Region
Advertised Salary
Commensurate with experience plus excellent benefits

Overview

Under close supervision of the assigned Utah State University (USU) Extension faculty and the Lead Office Specialist, the Staff Assistant II performs a variety of routine and specialized clerical work requiring skills in verbal and written communication, public relations, and organization. The position requires being a part of an office team that strives to accomplish the mission of USU Extension, which is to provide applied research-based information to the public.
Distinguishing Characteristics
The Staff Assistant II is distinguished from the Staff Assistant I in that incumbents in the II level are expected to possess the knowledge and experience to perform more complex and technical tasks. This classification may provide non-business support directly to faculty.

Responsibilities

Office Responsibilities:

  • May train and guide less senior, hourly, and/or student employees.
  • Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing, scheduling, and other general duties as assigned. Most of this work will be during business hours, however some evenings and weekend work may be required.
  • Greets visitors, handles their inquires, and directs them to the appropriate persons according to their needs.
  • Sorts, screens, and distributes incoming and outgoing mail as needed.
  • Composes and word-processes various standard documents, correspondence and reports as well as taking minutes at meetings as requested.
  • May provide non-business related support for departmental programs and projects.
  • Compiles research data, and prepares papers for consideration and presentation.
  • Reports maintenance needs of office equipment or other building needs as needed.
  • Performs miscellaneous job-related duties as assigned.
  • Maintain budget spreadsheets and reconcile monthly with University reports.
  • Assist with purchasing supplies for programming.
  • Fill out and submit USU forms and documentation as required for financial responsibilities, travel and other forms as needed.

4-H Support:

  • Provides administrative support, including scheduling events and activities, coordinating meetings/conferences, and sending newsletters and other email correspondence on behalf of the 4-H program.
  • Manage Weber County 4-H website.
    • Add all 4-H events to University calendar.
    • Maintain 4-H Facebook page and other social media, as requested.
  • Uses programs such as the Zsuite, County Fair Manager, Microsoft Office products, Photoshop, and Canva to create fliers and other marketing materials.
  • Receives and processes 4-H enrollments; establishes and maintains an office filing system; enters and retrieves data relating to mailing lists, labels, and 4-H reporting data; maintains records, files, indexes, data bases, etc.
  • Provides assistance in organizing new 4-H groups by recruiting leaders to sign up through Zsuite enrollment system, ordering 4-H materials, distributing material to leaders and clubs, printing letters and materials, etc. to insure cooperative county wide 4-H development; performs a variety of tasks related to 4-H participation for county fair, teen retreats, stock shows, horse shows, contests, fund raisers, awards programs, workshops, etc.
  • Assist with travel authorization and reimbursement for 4-H staff or volunteers, as needed.
  • Responsible for proper cash handling, ensuring deposits into proper checking accounts within a timely manner, and managing payments/reimbursements for 4-H related expenses.
  • Organize and store receipts and other documents per policy guidelines.
    •  

Qualifications

Minimum Qualifications:

  • Two years of experience in an office setting or associate degree/vocational training is required.
  • This position requires a person who is very detail oriented with strong editing and proofreading skills and requires proficiency in Word, Excel, PowerPoint, Publisher, Photoshop and related programs.
  • Working knowledge of modern office practices and procedures; interest in 4-H youth programs.
  • Ability to perform a variety of clerical work requiring some exercise of independent judgment.
  • Ability to multitask and set priorities; ability to follow written and verbal instructions.
  • Ability to establish and maintain effective working relationships and communications, including stressful situations, with employees, other departments and the general public.
  • Job offer contingent on successful completion of a Background Check.
  • Access to reliable transportation to travel to events and complete department errands. Mileage will be reimbursed for any significant use of personal vehicle. 

Those selected for interview may be required to demonstrate selected office skills as part of the interview process.

 

Preferred Qualifications:

  • Some knowledge of purpose and goals of 4-H Youth Development programs.
  • Some knowledge of mission and purpose of Cooperative Extension System.
  • Education/experience in social media for business purposes.
  • Experience with evaluation, website management and event management programs.
  • Ability to speak basic conversational Spanish.

 

Knowledge, Skills, and Abilities:

  • Demonstrate proficient computer skills in Microsoft Office, data management, email, social media, online storage programs, and internet.
  • Learn to operate new office technologies as they are developed and implemented.
  • Skilled with basic office equipment, including printers, copiers, and telephone systems.
  • Good organizational skills.
  • Strong verbal and written communication skills.
  • Ability to handle sensitive and confidential business data and personal information.
  • Ability to work without supervision.
  • Knowledge of University policies and procedures.
  • Excellent customer service skills.

Fundamental Abilities:
Within the scope and complexity of each position's responsibilities, each incumbent is expected to possess and demonstrate the following abilities:

Communication: Communicates effectively both verbally and in writing.

Problem Solving :Analyzes information and evaluates results to select the best solution and solve problems.

Monitoring: Measures performance of self; makes improvements and takes appropriate corrective action.

Critical Thinking: Comes to well-reasoned conclusions, solutions, and approaches to problems.

Team Building: Works to create a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers.

Active Listening: Gives full attention when others are speaking; listens to understand, asks questions as appropriate, and does not interrupt.

Service Orientation: Actively seeks opportunities to help others.

Conflict Resolution: Acts professionally when encountering customers who, at times, may be frustrated or threatening.


Core Characteristics
As representatives of Utah State University and primary contributors to its mission, all employees are expected to demonstrate the following characteristics:

  • Take initiative.
  • Maintain confidentiality.
  • Be accountable.
  • Behave ethically.
  • Be honest and trustworthy.
  • Demonstrate a strong work ethic.
  • Be inquisitive.
  • Be detail oriented.
  • Be self-motivated.
  • Efficiently manage multiple tasks.
  • Be a team player.
  • Be committed to improving USU.

*Disclaimer: 
This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.

 

Required Documents

Along with the online application, please attach:

1. Resume to be uploaded in the Candidate Profile

2. Cover Letter to be typed/pasted into a text box at the end of application

 

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to 10 pounds.

Occasionally lifts, carries, pushes, pulls, or otherwise moves objects weighing up to 30 pounds. Periodically required to walk on uneven surfaces, be exposed to dust, animals, etc., when assisting with 4-H events.

University Highlights

Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 27,800 students (24,660 undergraduates and 3,140 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 165 undergraduate majors, 138 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found here.

 

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

 

The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

 

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Alison Adams-Perlac, alison.adams-perlac@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266.

For further information regarding non-discrimination, please visithttps://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov

 

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed