Office Specialist 2 Jobs

• Answer phones, screen and direct incoming calls, take messages and distribute information promptly. Respond to inquiries in person, via email and phone.
• Retrieve and distribute mail. Deliver mail to courthouse.
• Order office supplies and maintain inventory, ensure maintenance of office equipment.
• Inform public about specific agency information and services. Provide information to clientele when requested.
• Receive funds for publications, workshops, program enrollment fees and other program functions.
• May include other office related duties as assigned.
• Provide general support assistance in planning and organizing Extension activities, marketing and community outreach.
• Open and close office daily per office hours.
• Serve as front office support, first-in-line customer service.
• Greet visitors and staff and give instructions and directions.
• Provide general office support to OSU Extension Polk County programs. Support includes familiarity with appropriate computer software for word processing, document publishing, creating and manipulating spreadsheets, website updates, email, Facebook and other social media. Photocopy and scan documents, prepare program mailings.

• Create and update program announcements, flyers, brochures and articles to market programs.
• Provide administrative support for the 4-H Youth Development program and backup support for Community Horticulture/Master Gardener program.
• Perform responsibilities, where applicable, as it relates to OSU relationship with County 4-H Association: Work with 4-H faculty members to follow OSU financial policies, standards, rules, procedures, and best practices and the County 4-H Association agreement.
• Manage 4-H enrollment process for Polk County. Assist families and youth with club placement. Prepare and distribute 4-H enrollment materials, receive completed forms and monies, approve enrollments via 4-H Online.
• Assist with lead work for students and volunteers as needed.
• Assist volunteers and clientele as needed on the phone, in person or via email.
• May be required to transport program materials off-site for programming such as workshops and county fair.
• Manage volunteer and club enrollments and renewals, ensuring they meet minimum volunteer and club requirements.
• Maintain program equipment and supplies inventory.
• Create and update spreadsheets for program enrollment, fees and participation.
• Receive funds for publications and workshops; provide receipts, follow office cash handling procedures.
• May include other related support duties as assigned.
• Examine program applications, forms and other documents, review for accuracy and completeness and record receipt of forms in spreadsheet. Maintain accurate, complete and current information.
• Assist in preparation and staffing of the 4-H Office at the county fair.
• In collaboration with 4-H faculty, maintain 4-H fair award donor records; including working with donors to ensure awards are sponsored and equitable.
• Provide support for faculty and volunteers, arrange and confirm meeting locations, send confirmation and reminder emails to presenters. Assist faculty with scheduling and preparing for volunteer training classes.
• Post educational resources and information on the Extension website, calendar and social media sites.

• Perform in-office well-water and pressure canner testing for clientele.
• Assist Seed Certification clientele to submit online requests.

Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.