Finance & Programs Administrative Assistant

The Pennsylvania State University; Washington (Washington County); On-site; USD 40,608 - 58,836; Full time

Benefits offered by this job

Tuition discount

Benefits package

Paid time off

Job summary

Penn State Extension in Washington County is hiring an Administrative Assistant (Intermediate Support) to aid daily office operations, financial administration, and program support for Extension educators, staff, volunteers and stakeholders. The role emphasizes accuracy in travel reimbursements, budget tracking, and vendor coordination.

The position is 87.5% FTE, 35 hours per week, with benefits for full‑time staff. Requires 2+ years in admin/financial support and experience with SAP/Concur.

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/Outlook) and database management systems.

Responsibilities

• Serve as finance initiator for multi-county Educators and staff.
• Review unassigned P‑Card charges and outstanding expense reports for timely reconciliation.
• Review travel documentation, reimbursement forms, and support materials for policy compliance.
• Process travel and non‑travel reimbursements using SAP/Concur.
• Maintain documentation and records per university retention policies and support audits.
• Manage financial operations for local 4‑H and Extension program funds using QuickBooks.
• Process accounts payable/receivable, purchase orders, invoices, deposits, and fund transfers.
• Prepare monthly bank reconciliations and financial reports for leadership.
• Assist with annual audits and reporting requirements (PSCE FAIR, PDA Fair Fund).
• Process donations through the Extension Development Office.
• Monitor county allocations and assist with budget tracking and adjustments.
• Assist with financial training tools for Area 6 and statewide initiatives.

Skills

Administrative experience

Microsoft Office

Customer service

Database management

Education

GED/HS + 2+ years experience

Tools

SAP

Concur

SIMBA

QuickBooks

Salesforce

Job description

Penn State Extension in Washington County is hiring an Administrative Assistant (Intermediate Support) to aid daily office operations, financial administration, and program support for Extension educators, staff, volunteers and stakeholders. The role emphasizes accuracy in travel reimbursements, budget tracking, and vendor coordination.

The position is 87.5% FTE, 35 hours per week, with benefits for full‑time staff. Requires 2+ years in admin/financial support and experience with SAP/Concur.