Genesee County MSU Extension Secretary — Secretary I

Michigan State University

Flint (MI)

On-site

USD 36,000 - 54,000

Full time

21 hours ago

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Job summary

Michigan State University Extension Genesee County is seeking a Secretary to serve as the welcoming face of the office, directing clients to resources and assisting with program logistics.

You will handle front-desk duties, data entry, scheduling, event promotion, basic bookkeeping, and support for MSUE staff, with space to work from the Genesee County office. Standard 8-5, non-union, limited-term position.

Qualifications

High school education with course work in business-related areas such as typing and shorthand.
Up to six months of experience in word processing, typing, and filing.
An equivalent combination of education and experience.

Responsibilities

Greets visitors and answers the phone to route inquiries; acts as receptionist for MSU clientele.
Prepares, proofreads, and files documents; maintains departmental files and routine records.
Requisitions and tracks office supplies; maintains inventory and equipment maintenance.
Assists with data collection for reports; supports scheduling and event logistics, including registrations and sign-ins.
Operates the Lightspeed system for county offices and assists with financial reports and account reconciliation.

Skills

Effective communication

Teamwork

Cultural awareness

Self-starter

Education

High School diploma

Tools

Qualtrics

Zoom

Microsoft Teams

Word

Excel

PowerPoint

Outlook

Job description

Working/Functional Title

Genesee County MSU Extension Secretary

Position Summary

Michigan State University Extension Is Committed To Fostering a Welcoming And Inclusive Organization, Which Requires All Staff To Contribute Towards a Vision For Success. Diversity, Equity, And Inclusion Are Central To Our Work, Regardless Of Title Or Position Within The Organization. This Means That All Staff At MSU Extension Are Dedicated To The Following

We work together to ensure that programming is delivered to diverse audiences, produces equitable impacts for all participants, and demonstrates partnership and inclusion for all groups.
We embrace that it is everyone’s job to create a culture that promotes diversity, equity, inclusion and belonging.
We ensure that every team member is prepared with the skills and resources to contribute to our welcoming and inclusive culture.
We foster inclusion by recognizing and valuing diverse perspectives, skills, experiences, and work to create equal access to programming for communities.
We commit to continuous learning for diversity, equity, and cultural competency, in order to achieve inclusive excellence.
We understand that diversity, equity, and inclusion are essential elements to our work and are vital to the organizational culture and programmatic success of MSU Extension.
We embrace a culture of understanding, coaching and feedback towards achieving a vision of success for the entire organization and its staff.
Together we will achieve success and we commit to these goals in our work, continued education, and ongoing efforts.

Position Summary

Be the “face” of MSU Extension (MSUE) in Genesee County in a way that allows clientele, and potential clientele, to quickly and easily access Extension system information. Direct clientele to appropriate information and resources (e.g., MSUE staff, MSUE Bookstore, websites, etc.) and assist with the logistics and promotion of MSUE educational events in the county. Support MSU Extension staff in a manner consistent with delivery of Extension programs and events, and work in a manner that fosters a welcoming and collaborative environment for visitors and staff.

Serving as the first point of contact in the county office, you will research answers for clients, type, enter data, answer the telephone, and file departmental documents in order to provide clerical assistance to faculty, staff, and students. You will provide general office related assistance, including dissemination of information on behalf of the District Director, connecting staff to IT support, responding to inquiries and directing phone calls to appropriate MSUE staff using MSUE Expert Search, Ask Extension, and other appropriate resources. You will receive training to become an I-9 verifier and will meet with new hires to complete their I-9s.

You will prepare accessible promotional/marketing materials for MSU Extension programs and distribute, as requested, including, but not limited to newspapers and broadcast media, Chambers of Commerce, community calendars, program wall, emails/community organizations list, social media, and flyer distribution. You will assist in gathering and compiling data for periodic reports as well as generate associated graphics, as needed. You will also manage local social media accounts and suggest ways to increase reach and engagement with existing and new audiences. You may also assist with logistics related to MSU Extension programs, such as assisting with registering clients for programs, developing program/event registration lists, and producing sign-in sheets. Additionally, you will assist with 4-H Online records, 4-H enrollment, club records, 4-H communications, and MSU Extension Volunteer Selection Process (VSP).

In this role, you will collaborate, plan, and participate in office staff meetings, while fostering an environment that encourages a broad range of perspectives and experiences to be shared and openness to new and different ideas. You will also be expected to maintain and grow a directory of contacts. You will be responsible for operating all office equipment and will be supported to maintain and update computer skills and technical knowledge for office and programmatic software applications. You will also collect, account for, and deposit money for services and/or materials provided by the office as well as learn and manage the Lightspeed system for county offices, including ringing of sales, running, and submitting monthly financial reports and maintenance of Lightspeed and credit card machines. You will track account activity for ongoing expenses and assist with the account reconciliation process between the county and MSUE. This may include bookkeeping and records management for multiple accounts. Working independently, you will also complete various projects in order to facilitate the functions of the MSU Extension office.

There will be space available to work from the MSU Extension Office in Genesee County.

This is a non-union, limited term position funded for one year from date of hire with possible extension contingent upon funding renewal.

Characteristic Duties/Responsibilities

Types and proofreads standard and/or pre-formatted documents in order to provide the necessary documentation for activities within the Department and to produce rough drafts and final copies for faculty and staff.
Greets visitors and answers the phone in order to provide information or screen, prioritize and route to the correct source. Is a receptionist / host for MSU clientele.
Reproduces, collates, and staples materials for faculty and staff.
Requisitions and checks in office and/or copier supplies in order to maintain current inventory.
Performs routine maintenance of office equipment and arranges for repairs when necessary.
Compiles information and maintains departmental files and routine records and statistics in order to have records for audits and internal needs. Maintains records and files in an orderly fashion.
Contacts on-campus and off-campus offices in order to arrange for meeting rooms and travel accommodations. Maintains schedule of meeting/conference rooms.
Sorts, opens, and distributes Department mail.
Assists with Departmental procedures as required.

Minimum Requirements

High School education with course work in business-related areas, such as typing and shorthand
Up to Six months of experience in word processing, typing, and filing
or an equivalent combination of education and experience

Desired Qualifications

Effective oral and written communication skills.
Demonstrated ability for accuracy and thoroughness.
Proficiency in use of technology (e.g., Qualtrics, Zoom, Microsoft Teams, Word, Excel, PowerPoint, Outlook for mail/calendaring, spreadsheets, scheduling, virtual learning platforms, Internet browsers/web research, etc.), and ability to learn new skills.
Ability to develop and maintain positive working relationships intra- and inter-organizationally.
Able to demonstrate sensitivity, knowledge, and use of appropriate approaches, skills, and techniques, which reflect an understanding and awareness of social, cultural, and varied economic backgrounds and perspectives of the target population served.
Other skills and/or physical abilities required to perform duties of the position.
Proven ability in establishing and working with a network of constituents and community members across race, color, gender, national origin, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status, veteran status, socioeconomic class, and other differences.
Self-starter who can effectively work both independently and in a team environment with the ability to serve in both leadership and contributor roles.
Ability to lift and carry educational materials, equipment, etc. up to 25 lbs.
Demonstrated skills and professional development from the last five years related to cultural awareness and the ability to work effectively with individuals from varied backgrounds.
Understanding of and ability to implement Civil Rights principles and compliance standards.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials