University of Illinois Extension, Winnebago County
4311 W. State Street, Rockford, IL 61102
Phone 815/986-4357; Fax 815/986-4329
Position Description
University of Illinois Extension Secretary III
Position #3264
Winnebago County
Function: The University of Illinois Extension Secretary is a non-academic status
position in the University of Illinois Civil Service System. Employees at this level
organize, coordinate, and perform a variety of clerical and secretarial duties.
Organizational Relationship: The Secretary III will work under the general supervision
of the County Extension Director.
Duties and Responsibilities:
1. Train and supervise clerical staff in office procedures and assist professional staff
in arranging work schedules, and advising and disciplining non-academic staff.
2. Manage and submit staff time reports for non-academic staff.
3. Assume responsibility for a variety of Extension account records: prepare
vouchers, complete purchase orders, process credit card purchases, prepare
statements of expenditures and related reports under the direction of the fiscal
officer.
4. Prepare deposit slips, and deposits money in Extension accounts as instructed.
5. Receive visitors and answer telephones for office; refers inquiries to appropriate
persons or responds to calls for factual information.
6. Prepare necessary paperwork for program audits, program reviews, and compile
statistics for annual reports, plans of work, and special evaluation studies as
directed.
7. Perform typing of moderate difficulty; edit grammar, punctuation, and sentence
structure of personal work and that of other staff.
8. Devise forms, compose letters, compile factual reports from general instruction,
assemble reports, and prepare meeting agendas.
9. Develop and maintain computer mailing lists and filing systems.
10. Verify annual equipment inventory, arrange for and monitor equipment
maintenance contracts and supervise ordering of office supplies.
11. Compile statistics for annual report, plan of work, and special evaluation studies.
12. Compose factual correspondence requiring the use of judgment and knowledge of
Extension activities, programs, and University policy and procedures.
13. Comply with Affirmative Action/Equal Opportunity policies and guidelines in all
aspects of University of Illinois Extension work.
14. Performs related duties as assigned.
Personal attributes needed to undertake job:
1. Proficiency in Microsoft Office programs, including Word, Access, & Excel; also
knowledge of Quicken
2. Ability to perform moderately difficult typing and transcription duties and
bookkeeping duties of average difficulty.
3. Ability to learn Cooperative Extension programs and general University policies
and procedures.
4. Understanding of importance of working in teamwork environment and possess
ability to perform effectively in this atmosphere.
5. Able to communicate with the general public.
Credentials to be Verified by Placement Officer:
1. Possession of the experience/training requirement for the Cooperative Extension
Secretary II.
2. any one, or any combination, of the following types of additional preparation:
a. work experience comparable to Extension Secretary II
b. Credit for college course work in secretarial and clerical fields or
comparable business college training
c. Credit for college course work in other fields that totals 1.0 unit according
to the following conversion rates:
One year of “a” = 1 unit
30 semester hours of “b” = 1 unit
45 semester hours of “c” = 1 unit
NOTE: This is a security-sensitive position. Comprehensive background checks,
including but not limited to a criminal conviction information check, a CANTS (Child
Abuse and Neglect Tracking System) check, and a review of the Registered Sex
Offender list, will be conducted.
The University of Illinois is an Affirmative Action, Equal Opportunity Employer.
November 2006