COSS County Administrative Assistant

NC State University; Franklin, Northern (NC, KY); Hybrid; USD 32,000 - 46,000; Full time

Job summary

NC State Extension in Macon County is seeking an Extension Administrative Assistant to provide essential administrative and executive support for staff and programs serving local residents. The role involves data entry, procurement, budget management, and coordination of office operations within the Macon County Extension office.

The incumbent will interact with county departments and partner organizations, maintain records, assist the County Extension Director with financial tasks, and help

Qualifications

• High school diploma or equivalent with related experience preferred.
• Two years of related experience or completion of a two-year secretarial/business program and one year related experience.
• Strong computer and keyboarding skills with ability to work independently and in a team.

Responsibilities

• Serve as main point of contact for Extension with the public and stakeholders.
• Provide administrative support including data entry, mail processing, and document preparation.
• Assist with budget tracking, purchasing, and financial record maintenance.
• Manage calendars, room scheduling, and event setup for meetings and programs.
• Publish content to the Macon County Extension website and assist with marketing materials.
• Support program staff across Agriculture, Local Foods, 4-H, and Family & Consumer Science.

Skills

Communication skills

Organizational skills

Customer service

Attention to detail

Education

High school diploma or equivalent with related experience

Tools

Microsoft Word

Microsoft Excel

Canva

Print Shop

Job description

Position Information

Posting Number PG190893CE

Position Number W-00050165-0926

Position Type NC Cooperative Extension

Job City & State Franklin, NC

Department NC Cooperative Extension - Macon

Working Title COSS County Administrative Assistant

Appointment 12 Month Recurring

Job Type Full-Time - Permanent

FTE 1.00

Position Overview

NC State Extension is seeking an Extension Administrative Assistant in the Macon County Extension office. This position offers an opportunity to play an important role in supporting Extension staff and programs that serve local residents and communities.

The Extension Administrative Assistant performs a variety of administrative, technical, and executive assistant functions in the Macon County Extension office. This work is characterized by its variety and complexity in serving the public and providing administrative support for Extension staff and programs relating to agriculture, family and consumer science, 4-H youth development, and expanded food and nutrition. The employee functions independently and reports to the County Extension Director.

Primary Function of Organizational Unit

Are you looking for a rewarding career that will let you give back to your community? NC State Extension extends research-based knowledge to all North Carolinians, helping them transform science into everyday solutions that improve their lives and grow our state. We are a model of excellence in non-formal, research-based education that advances agriculture, the environment, human health and well-being, youth and communities, while creating prosperity for all North Carolinians. Working for NC State Extension allows you to teach without being tied to a classroom or school bell.

North Carolina Cooperative Extension gives our residents easy access to the resources and expertise of NC State University and NC A&T State University. Through educational programs, publications, and events, Cooperative Extension field faculty deliver unbiased, research-based information to North Carolina residents.

Wolfpack Perks and Benefits

Although our employees are based in county offices across North Carolina, they enjoy the same benefits of being part of the NC State University community.

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Other Duties and Responsibilities

The Extension Administrative Assistant position provides office support, under supervision, to the Extension staff and does related work as required to support educational programs in a variety of areas including data entry, procurement and management of office & building supplies and programming materials. Responsibilities include providing administrative support for the County Extension Director and other staff/program areas including Agriculture, Local Foods, 4-H, and Family and Consumer Science. Position interacts with other county departments (Human Resources, Finance, Budget, etc.) to ensure effective relationships with county government and partner organizations working with Extension staff. The County Administrative Assistant will work with the County Extension Director to develop and effectively manage the county budget and maintain monthly expense records.

Other Work/Responsibilities

• Serve as an effective, professional, and customer-focused first point of contact for Extension with the public, stakeholders, and community members.
• Provide excellent customer service through walk-ins, telephone calls, email, social media inquiries, and other forms of communication.
• Review, process, and distribute incoming and outgoing mail.
• Type and compose correspondence, reports, meeting minutes, and other written materials, ensuring content and accuracy.
• Prepare letters, reports, minutes, and other materials; draft information for a variety of purposes; and compile and summarize data from established sources.
• Prepare and complete monthly, quarterly, and annual reports, as assigned.
• Review and verify records, news articles, newsletters, reports, travel documentation, postage records, county budget line items, social media requests, vouchers, and other administrative and financial documents to ensure information is complete and accurate.
• Establish and maintain office records and files, including filing and retrieving information as requested or needed.
• Use computerized equipment and software, including Microsoft Word, Microsoft Excel, Canva, and/or Print Shop, to support office operations and marketing efforts.
• Maintain the facility reservations calendar, schedule meeting space for Extension staff and approved groups, and assist with meeting room setup as needed.
• Track and maintain financial records, including state and county budgets, auxiliary accounts, and program accounts.
• Assist the County Extension Director with budget monitoring, financial analysis, program financial performance, reconciliations, and other fiscal responsibilities.
• Place orders, process invoices for payment, and maintain documentation in accordance with fiscal policies and procedures.
• Conduct the annual physical inventory and maintain compliance with applicable fiscal policies and procedures.
• Monitor assigned county and state budget funds and maintain accurate records and reconciliations.
• Maintain office supplies and coordinate ordering as needed.
• Serve as the office technology contact with NC State University and Macon County Information Technology.
• Post articles and other approved content to the Macon County Extension website.
• Assist Extension agents with marketing their programs through flyers, social media posts, newspaper articles, radio spots, and other promotional materials.
• Assist with office compliance with local, state, federal, and NC Cooperative Extension guidelines, policies, and procedures.

Number of Permanent Employees this Position Supervises

0

Percent of Time Spent

N/A

Requirements and Preferences

Identify if the Position is Mandatory / Essential / Key

Identify if the Position is Mandatory / Essential / Key Not Applicable

Work Schedule

Monday - Friday 8:00am– 5pm business hours, with occasional flex hours to attend night and/or weekend events and to support programs.

Graduation from high school and two years of related experience; or graduation from a two-year secretarial science or business administration program and one year related experience

Department Required Skills

• Must have the ability to work with all audiences
• Must be able to work independently with minimal supervision
• Must possess good written and oral communication skills
• Must be able to switch tasks quickly
• Must have good organizational skills
• Must possess efficient keyboarding and computer skills
• Must be motivated and comfortable taking initiative with assigned tasks
• Must be a team member dedicated to supporting a positive and creative work environment

Preferred Years Experience, Skills, Training, Education

• Experience with budgeting, customer service and social media marketing
• Experience with web page management, desktop publishing, and newsletter design and preparation
• Skills in computer applications and software such as Microsoft Word, Adobe, Publisher, Excel, spreadsheet, google docs, active campaign, Canva, internal software in county data files and a variety of presentation computer applications such as power point.
• Ability to operate standard office equipment including printers, computers, projectors, laminators, paper folders and photocopiers.

Required License or Certification

NC Driver's License

Valid NC Driver's License required? Yes

Commercial Driver's License Required? No

Physical Required? No

If you have general questions about the application process, you may contact Human Resources at [phone] or [e-mail].

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Contact Information

NC STATE UNIVERSITY
RALEIGH, NC 27695
PHONE: [phone]