Executive Secretary

Title: Executive Secretary

GENERAL PURPOSE

Under the direct supervision of the MSU Extension District Director, performs a variety of routine and complex clerical, secretarial and administrative support work in keeping official records. Providing administrative support to the MSU Extension staff, assisting in the administration of the standard operating policies and procedures of the department. Work schedule of 7.5 hours per day for a total of 37.5 hours per week.

ESSENTIAL DUTIES AND RESPONSIBILITIES (may include but are not limited to the following)

• Serves as Office Manager reviewing tasks for clerical staff and maintaining a successfully functioning office.
• Processes, compiles, researches, and analyzes complex information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures.
• Develops spreadsheets, databases, or reports.
• Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing.
• Sorts, files, and maintains materials and filing systems (paper, computer, or imaging), retrieves file materials, and keeps a record of file movement.
• Creates flyers and annual reports using Publisher or other professional design software.
• Maintains and designs web page(s) for assigned area of responsibility.
• Manages social media accounts and updates with events and pertinent information pertaining to MSU Extension.
• Assists in the preparation and monitoring of department budget and identifies and reports potential financial overruns and variances at an early stage.
• Coordinates and monitors the completion of specialized, time sensitive projects.
• Serves as manager to the POS system and register to make sales and record inventory.
• Generates bi-monthly POS system sales reports and makes cash deposits as necessary.
• Monitors and maintains appropriate levels of supplies and materials in support of unit operations and activities.
• Schedules and maintains department calendars.
• Performs advanced mathematical calculations to balance, reconcile, and maintain records.
• Arrive timely and work according to office schedule.
• May perform other support staff functions as requested.

DESIRED M I NI M UM QUALIFICATIONS

Education and Experience:

• Graduation from High School, or G.E.D.
• Four years of increasingly responsible related experience, or any equivalent combination of related education and experience.

Necessary Knowledge, Skills and Abilities

• Ability to detect errors, determine causes, and make corrections as appropriate.
• Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners, and telephones
• Skill in use of personal computer software, including advanced spreadsheet development and word processing.
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies.
• Skill in assigning, prioritizing, monitoring, and reviewing work assignments.
• Skill in mentoring and training employees with varying educational backgrounds and aptitudes.
• Skill in anticipating potential personnel issues and taking appropriate action.
• Ability to understand managerial policies and prioritize the needs of the unit.
• Ability to comprehend, process and apply both verbal and written skills appropriate to the job.
• Ability to think analytically and apply sound judgment, solve problems, make effective decisions, and act with integrity.
• Ability to maintain the confidentiality of information and professional boundaries.
• Ability to use County resources effectively and efficiently.

TOOLS AND EQUIPMENT USED

Personal computer including Microsoft Office, spreadsheet, internet, database, accounting and statistical analysis and graphics software; ink jet and laser printers; copy machine, postage machine, fax machine, calculator, telephone.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear and to periodically sit for long periods of time. The employee is occasionally required to walk to departments within the building and from building to building; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet or moderately quiet.

The above statements are intended to describe the general nature and level of working being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; background check, physical and drug screen; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Antrim County is an Equal Opportunity Employer.

Job Type: Full-time

Pay: From $19.93 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Experience:

• Microsoft Office: 1 year (Required)
• clerical: 1 year (Required)

Work Location: In person

Salary : $20