stephenville Work Opportunities ∙ Page 1

Agency

Department

Job Description Summary

The Administrative Associate II works under general supervision and provides routine administrative support work.

Responsibilities

• Provides administrative support to the 4-H Specialist.  

• Provides assistance to assigned staff, as necessary, in preparing for workshops, field days, meetings, etc.

• Maintains bookkeeping records on state and federal grant accounts; organizes each grant file so that bookkeeping records as well as related agreements and subcontracts are readily available for review and/or reference.

• Generates appropriate requests for and maintains records of all authorizations mandated by policy and procedure.

• Performs mail room duties on a rotating basis or as assigned. Opens and distributes mail (unless otherwise instructed) to assigned staff, scanning correspondence to ensure that assignments are made aware of communications requiring immediate attention; whenever possible, prepares support or response data to mail inquiries and delivers with the mail to assigned staff member for further handling; when appropriate, however, responds directly to the inquiry, being sure to advise the assigned staff what actions were taken.

• Answers telephone in a prompt and courteous manner, relaying messages promptly and dealing with handling inquiries whenever appropriate. Assists other administrative staff with tasks and/or answering telephones during busy periods and/or absences.

• Maintains calendar of each assigned staff member's whereabouts, updating as necessary.

• Maintains a method of follow-up to ensure not only the timely submission of various reports, but also receipt of payments and credits due.

• Attends and participates in any and all office conferences and meetings as required.

• Follows System Regulation 24.01.06 - Camps and Programs for Minors to ensure the camp facility and program are a safe environment for youth.

• Maintains a neat and orderly work area.

• Other duties as assigned.

Qualifications

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.

• Two years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• Ability to multitask and work cooperatively with others.

• Effective verbal and written communication skills.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.