WVU Hampshire County Extension Secretary - Division for Land-Grant Engagement

The Division for Land-Grant Engagement at West Virginia University WVU Extension-Hampshire County is currently accepting applications for a WVU Hampshire County Extension Secretary.

About the Opportunity

The Hampshire County Secretary is an employee (purposes of salary and benefits only) of West Virginia University and works and is supervised by WVU Extension-Hampshire County. This position works as a member of the WVU Hampshire County Extension Service with responsibilities for office support of the 4-H and Youth Development programs, Families and Community Development programs, and Agriculture and Natural Resources programs, as well as general office support. This employee is supervised by and reports directly to the County Program Coordinator. This is a full-time position working 8am-4pm which may require occasional flexibility with evening or weekend work.

Under the supervision, direction, guidance and evaluation of the County Program Coordinator, the WVU Secretary will assume the following responsibilities.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

Administrative Support

• Serves as first contact with the public either by telephone or office visits. This position represents and upholds the principles of WVU Extension.
• Receives and greets visitors to office area, determines nature of visit and directs visitor to the appropriate staff member.
• Answer telephone, screens calls, and communicates messages to staff members.
• Performs a variety of clerical and other tasks requiring independent action and decision making.
• Compose letters, reports, charts, graphs, manuscripts, forms, and memorandums from rough draft to final form utilizing word process software.
• Proofread all typed material and correct errors.
• Sorting and opening general office mail, bringing relevant items to the County Program Coordinators (CPC) attention.
• Typing / word processing and establishing / maintaining files and records.
• Schedule meetings and appointments, prepare or edit agenda and make arrangements for location for events. Confirms and notifies participants of date, location, and purpose of events.
• Prepare minutes of meetings and distribute to appropriate people, including staff meetings and Extension Service Committee meetings.
• Co-Edit major local program publications. Correct grammar, spelling, format, etc. for any outgoing document. Prepare copies as directed.
• Prepares and packages outgoing correspondence and serves as office contact for UPS and FedEx mailing.
• Coordinates mass mailing distributions.
• Daily pick up of postal mail and deposit outgoing mail in an appropriate location.
• Correspond with Maintenance Department for maintenance requests.
• Maintain inventory of office supplies advising county program coordinator when supplies are needed.
• Enter data into computer, following a specific format.
• Technology contact and liaison between Hampshire County and WVU Office of Technology (OT).
• OT contact regarding reference, support materials, and software updates. Maintain library of computer resources and updates.
• Coordinate technical support between technicians and co-workers.
• Assist with maintenance of web page and social media pages.
• Serve as a back-up administrator to the ZSuite Database (or subsequent 4-H Database).
• Data Entry of Evaluation Results.

Financial Management

• Maintain communication between the office and funding bodies which involves frequent calls and/or visits.
• Prepare travel expense for agents and provide the County program Coordinator for approval prior to submission to County Commission.
• Maintain all budget accounts.
• Assures all invoices are forwarded to the County Program Coordinator for approval prior to submission to the County Commission, and the statement is balanced monthly.
• Complete applications for EIN numbers for new county clubs.
• Prepare and submit county monthly financial reports as required by funding bodies.
• Review and sign off on monthly bank statements from all affiliated programs.
• Maintain reports showing balance of cash flow of county budgets.
• Invoice and purchase office supplies.
• Oversees maintenance of office machines and equipment.
• Secure funding for postage machine via WVU Extension.

General Extension Work

• Serve as a team member of the county extension program by participating in extension service committee meetings, office staff meetings, filing proper reports, and offering creative suggestions for program improvement.
• Stay in compliance with all University vetting processes, policies and best management practices as they relate to the recruitment, management, and training of volunteers and leaders who support Extension programming.
• Assure compliance with civil rights and affirmative action policies including reaching out to underserved and underrepresented audiences.
• Foster effective communications and develop strong partnerships with Extension faculty/staff, county officials, and local schools.
• In collaboration with the supervisor, serve as a part of the team to provide leadership and support to engage stakeholders through various community groups and organizations.
• Provide support for 4-H, CEO, or agriculture-related programs as needed.
• Expected to participate in job-related trainings, certifications, and professional development as directed by supervising agent.
• Light housekeeping to keep office in appropriate condition.
• Work schedule to ensure office is open during regular hours, times of high activity, staff vacations, and/or break periods.

NOTE: The duties listed are not intended to be all-inclusive. Duties assigned any individual employee are at the discretion of the appointing authority.

Pay Grade: 12

Work Hours: Duty hours for this position are typically Monday through Friday, 8:00am-4:00 pm

• High School Diploma or GED required.
• Two years of education or training beyond high school is preferred.
• A minimum of two (2) years of experience in the following:
  • Work or education utilizing telephone, clerical, and/or public contact experience.
  • Direct work with youth and/or adults in a professional role is preferred.
• A general knowledge and experience with Microsoft Word and Excel are required.
• Candidates must possess a high degree of written and/or verbal communication skills in dealing with other employees, clients, and the general public.
• The job requires being careful about detail and thorough in completing work tasks.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Typing where both speed and accuracy are necessities.
• Proofreading skills.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Skill in telephone etiquette and courteous communication with public, verbally and in writing.
• Record keeping and general bookkeeping skills including mathematical skills to perform financial calculations.
• Strong organizational and time management skills to manage multiple projects, reports, faculty/support staff requests, and workload.
• Skill in the operation of a variety of office machines including, computers, telephones, copiers, postage machine, and Fax machines
• Ability to work as a team member with supervisor and other staff members.
• Ability to maintain attendance and punctuality standards.
• Ability to complete assigned duties with minimal supervision.
• Ability to speak, read, and write in English with strong emphasis on knowledge of correct grammar, spelling, punctuation, and to type with speed and proficiency.
• Ability to operate computer utilizing various word processing software packages and programs such as Windows, Microsoft Office, Excel, and Outlook.
• Ability to lift and carry materials up to 50 pounds may be required in some aspects of this job.
• Ability to manage numerous projects simultaneously, reprioritizing them as necessary to meet deadlines.
• Ability to work independently, in a structured environment, exercising judgment, tact, and diplomacy in all interactions.
• Ability to establish and maintain effective relationships and deal tactfully with both internal and external constituents.
• Ability to learn policy and procedures of WVU, WVU Extension, and the Extension Program Centers.
• Ability to communicate clearly and work effectively with persons from various cultures and backgrounds.
• Ability to concentrate and remain efficient in a high traffic environment.
• Ability to work with policies and procedures as set forth by funding agencies.
• Ability to be assertive and proactive while being a self-starter.
• Ability to work a flexible schedule, occasional nights and weekends required.
• Ability to market and promote Extension programs to local constituents professionally.
• Ability to travel independently throughout Hampshire County and sometimes to other counties.
• Ability to learn website editing and maintenance.
• Ability to learn the policies and procedures of West Virginia University, WVU Extension Service, WVUES Programs, WV Ethics Commission, government travel regulations, and some USDA regulations.
• This position does require discretion and STRICT CONFIDENTIALITY.

Supervision

• Employee will report to the County Program Coordinator for direction, supervision, guidance and evaluation. There will be a six-month probationary period with an evaluation at that time. Annual evaluations will follow.
• Employee is considered an "at will" employee and employment is also contingent upon continued funding by the County Commission.

Compensation

• Benefits and Salary will be provided through West Virginia University. This position is contingent upon the continuation of funding through the Hampshire County Commission.

Application Process:

If you meet the stated requirements and would like to be considered for the position, ALL of the following information must be submitted using to:

• Three (3) references (including address, e-mail and phone) who can reflect on your professional strengths.

• Valid Driver's license required. Provide own transportation to complete assigned duties (Mileage reimbursement is provided).
• Successful completion of all required West Virginia University Trainings and requirements to include, but not limited to Title IX, Protecting Children, and a Background Check.
  

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.