Jobs

Office Manager/Administrative Coordinator
Full-Time
338 days ago

 The Dallam & Hartley Counties Extension Office Manager/Administrative
Coordinator is responsible for providing a variety of administrative and secretarial services for 
the County Extension Agents and Program Assistant and assists Agents in providing educational 
information to all clientele who seek assistance. The Extension Office Manager/Administrative 
Coordinator 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 Manager/Administrative Coordinator 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.

The  responsibilities  of  the  Extension  Office  Manager/Administrative Coordinator  should be
performed in a professional manner through coordination and cooperation with the entire Counties
Extension Staff. This position is supervised by the Dallam & Hartley Counties Extension County
Coordinator/County Department Head employed by the Texas A&M AgriLife Extension Service.

SEE BELOW FOR CONTACT INFORMATION AND APPLICATION:

     Submit application to Kay Rogers: CEA-FCH,  County Coordinator        kwrogers@ag.tamu.edu          or         401 Denrock Ave. Dalhart        


 

Application for Employment

Our policy is to provide equal employment opportunity to all qualified person without regard to race, creed, color, religious belief, sex, age, national origin, ancestry, physical or mental disability, or veteran status.

Date

Last name First name Middle name

Street Address

City State Zip Code

Telephone Social Security #

Position applied for

When can you start?

Are you a U.S. citizen or otherwise authorized to work in the U.S. on an unrestricted basis? (You may be required to provide documentation.) Yes No

Are you looking for full-time employment? Yes No

If no, what hours are you available?

Have you ever been convicted of a felony? (This will not necessarily affect your application.)

Yes No

If yes, please describe conditions.

_____________________________________________________________________________________

_____________________________________________________________________________________

Education

School Name and Location Year Major Degree

High School _________ ________

College _________ ________

College _________ ________

Post–College _________ ________ 

Other Training _________ ________

In addition to your work history, are there other skills, qualifications, or experience that we should consider?

______________________________________________________________________________________

______________________________________________________________________________________

Employment History (Start with most recent employer)

Company Name

Address Telephone

Date Started Starting Wage_ Starting Position

Date Ended Ending Wage_ Ending Position

Name of Supervisor

May we contact? Yes No

Responsibilities

______________________________________________________________________________________

Reason for leaving

Company Name

Address Telephone

Date Started Starting Wage_ Starting Position

Date Ended Ending Wage_ Ending Position

Name of Supervisor

May we contact? Yes No

Responsibilities

______________________________________________________________________________________

Reason for leaving

Company Name

Address Telephone

Date Started Starting Wage_ Starting Position

Date Ended Ending Wage_ Ending Position

Name of Supervisor

May we contact? Yes No

Responsibilities

______________________________________________________________________________________

Reason for leaving

Company Name

Address Telephone

Date Started Starting Wage_ Starting Position

Date Ended Ending Wage_ Ending Position

Name of Supervisor

May we contact? Yes No

Responsibilities

______________________________________________________________________________________

Reason for leaving

Attach additional information if necessary.

I certify that the facts set forth in this application for employment are true and complete to the best of my knowledge. I understand that if I am employed, false statements on this application shall be considered suf-ficient cause for dismissal. This company is hereby authorized to make any investigations of my prior edu-cational and employment history.

I understand that employment at this company is "at will," which means that either I or this company can terminate the employment relationship at any time, with or without prior notice, and for any reason not pro-hibited by stature. All employment is continued on that basis. I understand that no supervisor, manager, or executive of this company, other than the president, has any authority to alter the foregoing.

Signature Date _

Requirements

MAJOR DUTIES AND RESPONSIBILITIES

1. Administrative : Maintains all inventories, records, office equipment and supplies for the Texas A&M AgriLife Extension in Dallam & Hartley Counties

Takes responsibility for maintaining the copy machine and all other office equipment supplied and general up to date maintenance         MAJOR DUTIES AND RESPONSIBILITIES          1. Administrative     Maintains all inventories, records, office equipment and supplies for the Texas A&M AgriLife Extension in Dallam & Hartley Counties.     Takes responsibility for maintaining the copy machine and all other office equipment supplied and general up to date maintenance.     2. 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.     Must keep and maintain accurate records and monies received in the Extension Office for: Major Livestock Shows, Animal Validations, Pesticide Booklets and Class Registration, and any type of Fundraiser, Workshops, Programs, Projects developed by any AG/FCH/ 4-H /Program Assistant. Helps maintain the budget records for the Dallam & Hartley Extension Office.        3. Public Relations     Opens office on time and remains on duty throughout office hours. 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.        4. Incoming and Outgoing Mail     Maintains postage account via Stamps.com, corresponds with District Office regarding postage deposits for Counties account. Processes daily outgoing mail appropriately.     Sorts and distributes mail to agent(s) and program assistant, assembles information needed to answer letters and attaches any pertinent previous correspondence or information when requested.        5. Letters, Memoranda, Reports, and Other Materials     Types, copies, collates newsletters, scripts, agendas, etc. for all events.     Send out school exempt letter to schools for Major Shows and Bi-County Livestock Show and 4-H contests. Uses approved correspondence style, prepares correct copies, proofreads, and properly arranges all copies for signature. Sets up priority for jobs, if possible. Otherwise checks with agents regarding priorities.     6. Form Letters     Maintains accurate and updated mailing lists and emailing lists. Addresses envelopes and stuffs newsletters and any necessary enclosures for appropriate distribution. Emails and or if emails contain appropriate attachments.        7. 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 AG/FCH/4-H/Program Assistant organizational meetings.     Organizes files and keeps them current according to the Counties and AgriLife retention guidelines and with the concurrence of the Agents.     Orders all Ag/NR, FCH, BLT,4-H and general publications and maintains publications materials in workroom.     8. Mailing Lists/Email 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/emailing lists include but are not limited to commodity groups, committees, TEEA groups, 4-H members/volunteers, stake holders, etc.     9. Office Conferences     Attends office staff conference in-order to be informed on all phases of Extension programs and events. Takes notes, submits reports to the  District 1 Office and places copies in TEAMS (or State Extension provided computer application).     10. Handles and coordinates assigned events and duties for the following:     MAJOR STOCK SHOWS & VALIDATIONS (June - March)      a. Assisting with ordering of animal tags & collection of monies.     b. Assisting with Validation paperwork.     c. Sending out correspondence of upcoming deadlines of tag orders, validation tag-in and entry forms due to Extension Office.     d. Taking in entry forms for each individual show & collection of monies.     e. Assisting with input of entries to an online entry system for each individual show.     f. Assisting with filling out summary sheets and calculating monies to then be mailed off by return receipt.     g. Sorting through and stuffing packets for 4-H exhibitors: Exhibitor passes, parking passes, tie-outs, trim chutes & etc.     h. Mailing/emailing correspondence to all schools and parents for 4-H exhibitors to be exempt from school on assigned show dates.           11. 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 Connect System.   12. Miscellaneous Duties     Performs other various office tasks as assigned by Extension Agent(s).          III. DESCRIBE SPECIFIC DUTIES PERFORMED     All the above duties are essential and are the responsibility of the Dallam & Hartley Counties Office Manager/Administrative Coordinator. Other specific duties include but are not limited to the following:     1. Professional attitude and appearance. Possess excellent communication and telephone skills as well as solid written,       verbal communication and organizational skills.     2. Proficient and knowledgeable in computer skills - Windows, Microsoft Office Suite, Adobe Acrobat, 4-H Connect, Canva, Remind, etc.     3. Responsible for streamlining office operations and ability to be resourceful and proactive when issues arise.     4. Positive customer service attitude.     5. Knowledge of current office practices, procedures, systems, equipment and machines.      6.        Willing to familiarize yourself with pertinent subject matter (agriculture, health, BLT 4-H, etc.)     7. Follow the policy and procedure handbooks of Dallam & Hartley Counties and the Texas A&M AgriLife Extension Service.     8. Carry out all duties and responsibilities in the absence of supervisors.     9. Able to perform assigned duties and effectively handle work environment and conditions (typing for extended periods of time; lifting and carrying items up to 50lbs; exposure to computer screens).     10. Ability to establish and maintain effective working relationships with staff and clientele and effectively convey information professionally.         IV. POLICIES AND PROCEDURES      1. All requests for vacation must be made at least 48 hours in advance unless otherwise authorized by the supervisor who reserves the right     Page | 6         to deny requests for vacation based on the needs of the Extension Office. The employee is expected to be understanding and respectful of the needs of the office.          2. An employee who must be absent from duty due to illness or injury should notify his or her supervisor or have the supervisor notified of that fact at the earliest possible time. The employee must also notify his or her supervisor of the expected date of return.     3. Employee is expected to acknowledge and follow all rules and policies in the Dallam and or Hartley Counties Employee Handbook as well as the Texas A&M AgriLife Extension Policies and Procedures.     4. Employee must adhere to normal office hours unless otherwise approved by supervisor. If the employee must leave to handle office business at the courthouse or elsewhere, the supervisor should be notified and approve prior to leaving.     5. Requests for employee to leave office are not obligatory and should be limited.     6. Employee must take and pass a physical and drug screen (if and or when requested) .              
Location
Dallam & Hartley Counties Texas A&M AgriLife Extension Office
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