Office Assistant
JOB DESCRIPTION
The Montgomery County ISU Extension & Outreach Office Assistant is the first point of contact with clientele.
The position requires enthusiasm, self-motivation, adaptability to change, adaptability to a varying workload,
interest in self-improvement, punctuality, efficiency and confidentiality. The Office Assistant works in a team
relationship with other staff members in the office. The immediate supervisor is the Program Coordinator. This
job requires occasional hours outside of the normal business hours, especially during fair time. It will require
some lifting up to 20# and other physical tasks. Following is the basic job description, other duties may be
assigned.
Receptionist/First Client Contact
 Answer telephone, greet front door clientele and provide information or refer to appropriate staff,
agency, community person or business
 Reserve meeting room, record on wall and counter calendars, arrange for key pick-up
 Record equipment/programs/resources for check-out
 Make copies, faxes, sell items/bulletins
 Handle incoming and outgoing mail, packages and distribute/file/send
Communications
 Serves as a communication link with/between staff and Extension partners
 Sorts and delivers mail to staff. Prepares individual and bulk mailings
 Uses electronic mail and Internet; manages and updates web pages, electronic calendar of events
 Manages distribution system of news releases and electronic calendar to media via email
 Keeps registration lists for upcoming programs
 Promotes and markets ISU Extension & Outreach programming
 Assist staff in keeping information on website current and with social media accounts
Computer Operation
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Basic Computer Operations (PC Computer using applications such as Microsoft Word, Excel, Outlook,
Publisher, Adobe Connect, and use of the Internet with Explorer)
Clerical
 Send notices, copy agendas/minutes, complete materials, gather supplies and
follow-up for Extension Council, 4-H youth committee, other committees (including organizational
forms, elections procedures, budget forms)
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Initiate, proofread and edit correspondence and news releases
Office equipment management, maintenance and assist others
Order publications – keep files and reception area literature current
Maintains an inventory of office supplies, and initiates purchase orders
Maintain mailing lists/labels, material preparation, and follow-up for programs
Update Extension calendar
Facilitate registration, proctor, program hosting, and follow-up reporting for education courses –mainly
the Private and Commercial Pesticide and Manure applicator trainings
Assist staff with program coordination (create registration lists, collect fees,
secure facilities, caterers, and refreshments. Provide any needed assistance on day of program.)
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Write a monthly summary report of office activities, trainings and accomplishments for Extension
Council personnel report
Provide information and support to occasional workers and volunteers
Monitor state elections/referendums as needed (corn, soybean, sheep, etc.)
Financial Record Keeping
 Records and issues receipts and invoices to clients
 Submits appropriate documents for payment and financial records
 Learn accounting software (Great Plains) for Extension council records, and use this for accounts
receivable/payable, payroll and other accounting tasks.
Leadership
 Cooperates and informs the county staff, County Extension Council, Program Specialists, and Program
Coordinator of county projects and has a positive working relationship with staff and clients in county.
 Uses standard policies and procedures regarding county business operations and council relations
 Develops and maintains efficient and responsive county office routines
 Maximizes current monetary and human resources
 Completes all system reports when due