Secretary I

General Description

The Bell County Extension Office Secretary I is responsible for providing a variety of administrative and secretarial services for the County Extension Agents and assists Agents in providing educational information to all clientele who seek assistance. The Extension Office Secretary is responsible for developing a business office atmosphere and must provide a feeling of goodwill to clientele through courteous treatment and efficient service.

The Office Secretary must have a personal interest in the success of the Texas A&M AgriLife Extension Service program in the county and willingly accepts responsibility for working with Extension agent(s) to ensure the success of programs. Familiarity with Texas A&M AgriLife Extension is preferred but not required.

The responsibilities of the Extension Office Secretary I should be performed in a professional manner through coordination and cooperation with the entire County Extension Staff. This position is under the direction of the Extension County Administrator for Bell County who is employed by the Texas A&M AgriLife Extension Service and is supervised by the Extension County Administrator and the Bell County Extension Agents.

Duties and Responsibilities Administrative

• Maintains all inventories, records, office equipment and supplies for the Texas A&M AgriLife Extension in Bell County.
• Takes responsibility for maintaining the copy machine and all other office equipment supplied and general up to date maintenance.
• Maintains daily calendar and monthly schedule for agent(s) and in house meeting rooms.

Reports and Expense Accounts

• Prepares requisitions and orders office supplies and materials.
• Is responsible for helping Extension Committee Treasurers keep accurate up-to-date bank account records and mail statements for all accounts.
• Must keep and maintain accurate records and monies received in the Extension Office for: Major Livestock Shows (Dallas, Waco, Fort Worth, San Antonio, San Angelo, Houston & Austin), Swine, Lamb, Goat & Steer Validations, Broiler & Turkey orders, Pesticide booklets and class registration, ordering AgriLife promotional items, and any type of fundraiser and Workshops developed by any Extension group.
• Helps maintain the budget records for the Bell County Extension Office and its Program Area Committees

Receptionist/Public Relations

• Opens office on time and remains on duty throughout office hours (8:00 am-12:00 pm & 1:00 pm-5:00pm). Sees that office is neat and orderly in appearance.
• Directs visitors to the appropriate Agent or information source. Knows the interrelationship of the Texas A&M AgriLife Extension Service and Cooperative Extension Program as well as other Federal and State agencies and local associations and organizations to the extent that clientele may be directed to the proper agency.
• Provides information to clientele, if possible or needed; keeps record of callers for appropriate follow-up as needed. Monitor/maintain agent and staff schedules to identify their whereabouts and expected time of return, as well as where agents can be reached for emergencies.

Incoming and Outgoing Mail

• Maintains postage account via Stamps.com, corresponds with District Office regarding postage deposits for County account. Processes daily outgoing mail appropriately.
• Sorts and distributes mail to agent(s), assembles information needed to answer letters and attaches any pertinent previous correspondence or information.

Letters, Memoranda, Reports, and Other Materials

• Types, copies, collates newsletters, scripts, agendas, etc. for all events.
• Send out school eligibility letters to schools for Major Shows and Bell County Youth Fair. Maintains agent adjunct faculty approval with schools. Uses approved correspondence style, prepares correct number of copies, proofreads, and properly arranges all copies for signature. Sets up priority for jobs, if possible. Otherwise checks with agents regarding priorities.

Form Letters

• Maintains accurate and updated mailing lists. Addresses envelopes and stuffs newsletters and any necessary enclosures for appropriate distribution.

Publications, Office Records and Files

• Keeps records of itineraries, appointments, and places of meetings and tours. Maintains a calendar of state, district, and county events as well as a log of visits from Extension Administrative Personnel, dates of state and district Extension Conferences, meetings to be attended by Agents, and the schedule of farm organizational meetings.
• Organizes files and keeps them current according to the County and AgriLife retention guidelines and with the concurrence of the Agents.
• Maintains publications display in front lobby for the public.

Mailing Lists

• Maintains the official mailing lists requested by the agent(s) assuring that all addresses are complete and correct and updated annually in accordance with official guidelines. Contact and mailing lists include but are not limited to commodity groups, committees, 4-H embers/volunteers, stake holders, etc.

Office Conferences

• Attends weekly office conference in order to be informed on all phases of Extension programs and events.

4-H Office Management

• Maintains all 4-H records and stays current and abreast of county, district, and state 4-H events, activities and deadlines.
• Maintains all records and assists in managing the 4-H Online System

Miscellaneous Duties

• Performs other various office tasks as assigned by Extension Agent(s).

Describe Specific Duties Performed

All the above duties are essential and are the responsibility of the Bell County Office Secretary. Other specific duties include but are not limited to the following:

• Professional attitude and appearance. Possess excellent communication and telephone skills as well as solid written, verbal communication and organizational skills.
• Proficient and knowledgeable in computer skills - Windows, Microsoft Office Suite, Adobe Acrobat, etc.
• Responsible for streamlining office operations and ability to be resourceful and proactive when issues arise.
• Customer service attitude.
• Knowledge of current office practices, procedures, systems, equipment and machines.
• Willing to familiarize with pertinent subject matter (agriculture, health, 4-H, etc.)
• Follow the policy and procedure handbooks of Bell County and the Texas A&M AgriLife Extension Service.
• Carry out all duties and responsibilities in the absence of supervisors.
• Able to perform assigned duties and effectively handle work environment and conditions (typing for extended periods of time; lifting and carrying light material; exposure to computer screens).
• Ability to establish and maintain effective working relationships with staff and clientele and effectively convey information professionally.

Minimum Education and Experience Requirements:

Requires High School graduation or GED equivalent supplemented by basic clerical or office support or customer service experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Unavoidable Hazards (Work Environment):

• Potential for interaction with hostile or physically aggressive clients.

Special Certifications and Licenses:

• Must possess and maintain a valid state driver's license with an acceptable driving history.

Americans with Disabilities Act Compliance

Bell County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Salary : $0