Administrative Assistant

Penn State University; Maine; On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Retirement plans

Paid time off (holidays, vacation, and

Sick time

Job summary

Penn State Extension in Washington County is seeking an Administrative Assistant (Intermediate) to support daily office operations, financial management, and program support for educators, staff, volunteers, and stakeholders.

The role emphasizes managing financial processes (AP/AR, POs, deposits), customer service, and event coordination. Requires 2+ years in admin/financial support; Associates preferred; 35-hour week at 87.5% FTE with benefits.

Qualifications

• Minimum of 2 years in administrative, office management, or financial support roles.
• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office (Teams and Outlook) and database management systems.

Responsibilities

• Serve as Finance Initiator and delegate for multi-county Educators, staff, and designated non-employees.
• Process travel and expense reimbursements using SAP/Concur.
• Manage accounts payable/receivable, purchase orders, invoices, deposits, and fund transfers.
• Prepare financial reports and assist with audits.
• Provide front-line customer service and event support.

Skills

Organizational skills

Multitasking

Customer service

Communication skills

Education

GED or HS

Associate degree preferred

Tools

SAP

Concur

SIMBA

QuickBooks

Salesforce

Job description

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

This position is funded for 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.

This is a/an 87.5 % full-time equivalency (FTE) job. This position will work 35 hours per week. This position is eligible for benefits associated with any full-time position. The salary grade and range listed in the posting is reflective of a 100% Full-time position. Full-time equivalency job offers may fall outside of the listed range due to the assigned percentage of effort.

POSITION SPECIFICS

Penn State Extension in Washington County is hiring an Administrative Assistant (Intermediate Support). The Extension Office Administrative Assistant assists with the daily operations of the Washington County Extension Office, supporting efficient office management and administrative coordination within Washington County. This position plays a critical role in financial administration, customer service, office operations, and program support for Extension educators, staff, volunteers, and stakeholders.

The position has a strong focus on managing and processing multi-county financial operations using the local and university financial management systems, including accounts payable and receivable, purchase orders, deposits, donations processing, employee and non-employee reimbursements, internal orders, and county allocation budgets. The Administrative Assistant also serves as a financial initiator for educators and staff, supports grants and contracts administration, coordinates office operations and facility management, and provides exceptional customer service to the public and both internal and external stakeholders.

KEY RESPONSIBILITIES

Fiscal Management

• Serve as Finance Initiator and delegate for multi-county Educators, staff, and designated non-employees.


• Review and monitor unassigned P-Card charges and outstanding expense reports to ensure timely reconciliation.


• Review travel documentation, reimbursement forms, and support materials for policy compliance and accuracy.


• Prepare and process travel and non-travel expense reimbursements using SAP/Concur systems.


• Maintain documentation and records in accordance with university retention policies.


• Participate in required financial and compliance training courses.


• Manage financial accounting for local 4-H and Extension program funds using QuickBooks software.


• Process accounts payable/receivable transactions, purchase orders, invoices, deposits, and fund transfers.


• Complete monthly bank reconciliations and prepare financial reports for leadership and staff.


• Support annual audits and reporting requirements, including PSCE FAIR and PDA Fair Fund reporting.


• Process donations through the Extension Development Office.


• Monitor county allocations and assist with budget tracking and adjustments.


• Manage financial operations for County Commissioner Allocations, 4-H, Master Gardener funds, grants, and county assistance accounts.


• Process purchase orders, non-PO invoices, journal entries, check requests, and fund transfers.


• Prepare financial reports and assist educators and staff with financial tracking and compliance.


• Develop and share financial management tools and training for Area 6 and statewide initiatives as needed.


• Assist educators, staff, and vendors with Payment Works supplier registration processes.


• Verify supplier registration completion within SIMBA and follow up with vendors as necessary.

General Administrative Support

• Provide front-line customer service by answering phones, greeting visitors, and responding to inquiries.


• Coordinate meetings, workshops, registrations, and special events, as needed.


• Support educators and staff with clerical, financial, and administrative tasks.


• Assist with Salesforce database management, mass communications, and event registration systems, as needed.

Office Management

• Assists with daily office operations and facility coordination.


• Ensure office security, operational readiness, and administrative coverage.


• Assist with maintenance and troubleshooting for IT, audiovisual, and office equipment.

REQUIRED QUALIFICATIONS

• 2 years administrative, office management, or financial support experience.


• Strong organizational and multitasking abilities.


• Excellent communication and customer service skills.


• Proficiency in Microsoft Office (TEAMS and Outlook) and database management systems.

PREFERRED QUALIFICATIONS

• Associate degree, vocational, or technical training preferred.


• Experience with financial management systems such as SAP, Concur, SIMBA, and QuickBooks.


• Experience supporting events, programs, or educational organizations preferred.

Penn State Extension in Washington County is the local educational outreach office of Penn State’s College of Agricultural Sciences, providing research-based programs and resources to residents, farmers, businesses, and youth. Located in Washington, Pennsylvania, it offers services such as gardening and agriculture education, soil and water testing resources, food safety training, and 4-H youth programs, connecting the community with expertise from The Pennsylvania State University.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Salary Structure- Information on Penn State’s salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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