Customer Service Representative II - Library Assistant- Jacaranda Library - R14683
Position Description
Position Objective
To provide skilled secretarial support for the Extension Professional Staff within the Stearns County Extension department.
Primary Responsibilities
These examples do not include all possible tasks in this position and do not limit the assignment of related tasks to this classification.
• Provides technical and administrative secretarial support to the Extension Professional Staff including: designing and preparing educational materials, program booklets, posters, directories, memos, reports, schedules, brochures, newsletters, forms, correspondence and myriad of other written/visual materials;
• Schedules and arranges meetings, prepares committee agendas, and takes minutes as necessary;
• Greets public both face-to-face and on the phone, answering inquiries and requests, and disseminates University information and/ or forms in accordance with general policies and operating practices;
• Serves as contact, manages data and information and department email contacts as required by the Professional Staff, University of Minnesota Extension Service, Stearns County and other outside agencies;
• Assists in the orientation of new staff;
• Maintains filing system for Professional Staff;
• Maintains Extension policy and procedure manuals, periodically updating Extension management staff manuals and University of Minnesota and Stearns County policy/procedure lists;
• Coordinates with other divisions to provide repairs/maintenance for all equipment used by Extension;
• Assists the Professional Staff in the development of grants and educational programs by compiling statistics, charting, typing and collating of same;
• Coordinates and maintains media contacts and distributes Extension news releases;
• Processes, receives and distributes mail according to established procedures;
• Provides staff assistance for various advisory committees, task forces or Boards;
• Participates in assignments of a diverse nature requiring independent judgment;
• Maintains bulletin boards of official notices, county postings and Extension publications;
• Updates and maintains Extension web site;
• Maintains inventory and orders office supplies;
• Helps organize and coordinate Extension events such as County Fair, Dairy Expo, Horticulture Days, etc.;
• Performs office financial transactions and record keeping using AS 400 and assists with budget monitoring and development;
• Performs other duties as assigned.
Minimum Requirements
Minimum Qualifications and Desirable Knowledge, Skills and Abilities
High School Graduate and two years of post-secondary training in office practices, secretarial or business subjects or four years experience in progressive related secretarial position or an equivalent combination of education and experience; typing speed of 55 WPM and word processing experience.
Plus Factors which will be considered in the determination of candidates to be interviewed include: experience with the 4H Youth development program, previous experience scheduling/coordinating meeting logistics, experience in the use of personal computers (including Word/Excel/Access/PowerPoint), experience providing administrative support to more than one professional at a time, previous experience designing and developing educational materials using Microsoft Professional Office Software and previous customer service experience.
Desirable Knowledge, Skills And Abilities
• Knowledge of secretarial principles and practices;
• Knowledge of and experience in current office procedures;
• Knowledge of information systems, data entry and record keeping;
• Knowledge of English, spelling, vocabulary and punctuation;
• Knowledge of programs and policies in connection with Extension programs and services, or the ability to acquire such knowledge rapidly;
• Knowledge of community resources;
• Ability to operate word processing and data-entry computer equipment and work with computer hardware and software;
• Ability to respond to public inquires in a respectful, courteous and helpful manner;
• Ability to do sustained word processing accurately at a satisfactory rate of speed;
• Ability to perform responsible clerical assignments requiring experience, judgment and discretion for effective completion of tasks;
• Ability to coordinate and assemble reports for varied programs and projects as assigned;
• Ability to proofread documents and make independent corrections;
• Ability to establish and maintain filing systems and retrieve data in a timely manner;
• Ability to prepare statistical reports from rough copy;
• Ability to communicate effectively, both orally and in writing;
• Ability to understand and follow complex oral and written instructions;
• Ability to handle information with discretion and in a confidential manner;
• Ability to organize workload to efficiently prioritize/meet multiple demands and deadlines;
• Ability to make appropriate decisions in accordance with precedents and regulations and apply those decisions as required by work situations;
• Ability to work in an independent manner/perform a variety of assignments as directed.
Accountabilities, Work Environment and Extent of Supervision or Guidance Provided
Essential Job Duties
The essential job duties for this position are regular and timely attendance at work, ability to establish and maintain effective working relationships with office personnel, departmental personnel and general public, and numbers 1 through 18 under “Primary Responsibilities”.
Work Environment
Work is primarily performed in an office setting. May require some evening hours and travel, within Stearns County.
Supervision and Guidance Provided
Supervised by: Professional Extension Staff
Supervision of Others: None
Responsibility for Public Contact
Moderate
Hours of Work, Testing and Interview Dates
Starting Salary Range
$13.1772-$14.8354/hour, (Grade 11, Union position).
Hours of Work
3 days a week, 8:00 a.m. - 4:30 p.m. Schedule to be determined.
Test Date
Wednesday, January 31, 2007. Qualified candidates will be contacted with the testing information after review of applications.
Interview Date
If you are selected to be interviewed for this position, interviews will be held on Monday, February 5, 2007.
To View Stearns County Benefits Go To
Stearns County Benefits Page
01
Which of the following minimum requirements for this position do you possess?
• High School graduate or equivalent plus two years of post-secondary training in office practices, secretarial or business subjects
• Four years experience in a progressive related secretarial position
• An equivalent combination of education and experience
• None of the above
02
Do you have a typing speed of 55 WPM or greater? (Typing skills may be tested at the time of interview.)
• Yes
• No
03
Do you have word processing experience?
• Yes
• No
04
Which of the following best describes your 4H Youth Development program experience?
• No experience
• 1 year or less
• 1-2 years
• 2-3 years
• 3-4 years
• 4-5+ years
05
Describe your experience as indicated in question #4. If no experience, type "none".
06
Which of the following describes your paid work experience scheduling/coordinating meeting logistics?
• No experience
• 1 year or less
• 1-2 years
• 2-3 years
• 3-4 years
• 4-5+ years
07
Describe your experience as indicated in question #6. If no experience, type "none".
08
Which of the following describes your level of proficiency with Microsoft Word or other word processing programs? (Select only one response.)
• No experience, but I have completed classes.
• Beginner (create, save and print a document, delete and insert text, use spell check)
• Intermediate (above plus formatting text, sentences and paragraphs, headers and footers)
• Advanced (above plus mail merge , creating templates and forms, inserting graphics and word art, tables and columns)
• None of the above
09
Which of the following describes your level of proficiency with Microsoft Excel? (Select only one response.)
• No experience, but I have completed classes.
• Beginner (open, edit, save and print a spreadsheet)
• Intermediate (above plus create a spreadsheet, use formulas, format cells, headers and footers)
• Advanced (above plus create and use a database, make charts)
• None of the above
10
Which of the following describes your level of proficiency with Microsoft Access? (Select only one response.)
• No experience, but I have completed classes.
• Beginner (add, modify and delete records)
• Intermediate (above plus create basic reports, modify existing reports, grouping data in reports)
• Advanced (above plus create new tables and new databases, creating, saving and editing macros)
• None of the above
11
Which of the following describes your level of proficiency with Microsoft Powerpoint? (Select only one response.)
• No experience, but I have competed classes.
• Beginner (create basic slides, text, clipart)
• Intermediate (above plus add charts, tables and animation)
• Advanced (above plus interface presentation with web and video clip, build and design templates)
• None of the above
12
Which of the following describes your level of proficiency with graphic design? (Select only one response.)
• No experience, but I have completed classes.
• Beginner
• Intermediate
• Advanced
• None of the above
13
Which of the following describes your paid work experience providing administrative support to more than one professional at a time?
• No experience
• 1 year or less
• 1-2 years
• 2-3 years
• 3-4 years
• 4-5+ years
14
Describe your experience as indicated in question #13. If no experience, type "none".
15
Which of the following best describes your paid work experience designing and developing educational materials?
• No experience
• 1 year or less
• 1-2 years
• 2-3 years
• 3-4 years
• 4-5+ years
16
Describe your experience as indicated in question #15. If no experience, type "none".
17
Which of the following describes your paid work experience providing face to face or telephone customer service to customer every day?
• No experience
• 1 year or less
• 1-2 years
• 2-3 years
• 3-4 years
• 4-5+ years
18
Describe your experience as indicated in question #17. If no experience, type "none".
19
Which of the following Veteran's Preference do you wish to claim? (If so, you must submit a copy of your DD214).
• No Veteran's Preference
• Veteran's Preference
• Veteran's Preference with Disability
• Spouse of Disabled or Deceased Veteran
• Required Question
Government Administration
Other
Full-time