Office Assistant, Senior - Big Horn County, UW Extension

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Why Choose Us? 

At the University of Wyoming, we value our employees and invest in their success.  Our comprehensive benefits package is designed to support your health, financial security, and work-life balance.  Benefits include: 

• Generous Retirement Contributions: The State contributes 15.19% of your gross salary, and you contribute 3.93%, totaling 19.12% toward your retirement plan. 
• Exceptional Health & Prescription Coverage: Enjoy access to medical, dental, and vision insurance with competitive employer contributions, that include 4 deductible options to suit your needs. 
• Paid Time Off: Benefit from ample vacation, sick leave, paid holidays, and paid winter closure. 
• Tuition Waiver: Employees and eligible dependents can take advantage of tuition waivers, supporting continuous education and professional growth. 
• Wellness and Employee Assistance Programs: Stay healthy with wellness initiatives, counseling services, and mental health resources. 

At the University of Wyoming, we are committed to creating a supportive and enriching workplace. To learn more about what we offer, please refer to UW’s Benefits Summary. 

JOB TITLE:  

Office Assistant, Senior - Big Horn County

JOB PURPOSE:   

Perform general office support tasks including basic data entry, light bookkeeping, scheduling and/or reception duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform basic office support tasks under general supervision. 
• Office Administration: Provide program & educator support and office management. Work collaboratively to ensure educators have the appropriate support and resources for their programs. Balance changing and competing needs for resources. 
• Customer Service: Receive walk-in visitors and direct to appropriate person. Answer and direct phone calls. Take & deliver messages. Respond to mailed, emailed, and faxed inquiries from clients. Investigate and report on concerns from customers and stakeholders. 
• Accounting/Billing: Perform light bookkeeping duties which may include balancing accounts and preparing routine financial reports, submitting invoices to be paid, collecting and depositing fees, submitting and reconciling expense reports. Adhere to university and county accounting/financial policies. 
• Contact Management: Manage mailings. Follow-up with potential program participants and/or volunteers. Input and maintain contact, scheduling, and participation data for program participants/volunteers/speakers. Prepare directories, mailing lists, etc. 
• Marketing, Recruiting, and Publications: Produce publications - flyers, brochures, postcards, newsletters. Distribute marketing materials. Create and maintain websites and social media sites. Maintain marketing displays. Maintain event calendar(s). 
• Event Logistics and Data Management: Assist with creating maintaining program documents/materials, planning logistics, making travel arrangements for educators, participants, and volunteers, and day of event logistics. 
•  Organize, purchase, inventory, and prepare program supplies. Coordinate audiovisual equipment and operation. Input program data and generate reports on program participation, results, and impacts.

SUPPLEMENTAL FUNCTIONS:

• Perform miscellaneous job-related duties as assigned.
• Attend and participate in training and other professional development activity.
• Participate in performance-related goal setting and achievement to meet personal and organizational goals and objectives.
• Maintain 4-H enrollment database including data entry/reports.
• Take, prepare, and maintain meeting minutes.
• Prepare directories, registrations, surveys, or other forms as necessary.
• Assist with 4-H events as required.
• Assist with the Big Horn County Fair as required.
• Maintain office social media sites

COMPETENCIES:

• Adaptability
• Attention to detail
• Consistency
• Initiative
• Motivational Fit
• Quality Orientation
• Work Prioritization & Management

MINIMUM QUALIFICATIONS:  

Education: High School Diploma or GED

Experience: 1 year progressively responsible work-related experience

Required licensure, certification, registration or other requirements: Valid driver's license with a motor vehicle record (MVR) compliant with the Driving for University Business SAP.    

Experience Evaluation 

Minimum experience requirements are evaluated on a full-time equivalent (FTE) basis. Relevant part-time experience will be prorated based on hours worked. For example, two years working an average of 20 hours per week is equivalent to approximately one year of full-time experience. 

Applicants must include the average hours worked per week for all current and previous positions. Failure to provide this information may affect the evaluation of qualifications. 

DESIRED QUALIFICATIONS:   

• Excellence in ability to communicate orally and in writing. Evidence documented through application materials and experience 
• Basic accounting skills
• Project management skills- Tracking status of multiple projects, delegating, and meeting deadlines            
• Competent in Microsoft PowerPoint, and Publisher
• Time management skills, experience handling multiple tasks and deadlines
• Ability to complete complex administrative tasks, follow detailed procedures/methods, and problem solve
• Organizational and planning skills
• Ability to maintain complete and accurate detailed records
• Experience with bookkeeping, budgets, and accounting
• Experience creating and maintaining web pages
• Experience in reception skills
• Experience in maintaining calendars and scheduling appointments, events, and meetings
• Higher education work experience

REQUIRED APPLICATION MATERIALS:

Complete the online application.  The department additionally requests candidates upload the following document(s) for a complete application: 

1. Cover letter 
2. Resume or C.V. 
3. Contact information for four work-related references

WORK LOCATION:

Onsite: This position provides vital support to Big Horn County Extension clientele and requires the successful candidate be available to work and perform essential job functions in the local Extension office, understanding our location is at 5,485 feet above sea level. 

 WORK AUTHORIZATION REQUIREMENTS: 

The successful candidate must be eligible to work in the United States, as sponsorship for any work authorization or work visas is not available for this position. 

HIRING STATEMENT/EEO:   

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation to apply for a position, please contact us at 307-766-2377 or email jobapps@uwyo.edu.  

ABOUT BIG HORN COUNTY: 

Named for the Big Horn Sheep that roam the area, Big Horn County lies just west of the Big Horn Mountains in northern Wyoming and abuts the south boundary of Montana. The population of the county is 11,521. This position is based in Basin which is the county seat located approximately 10 miles south of Greybull. The economy is based primarily on agriculture, natural resource development, and tourism. Camping, hunting, fishing, hiking, skiing, and snowmobiling are among the more popular recreational activities in the county.