Job Title

Administrative Associate II

Agency

Texas AM Agrilife Extension Service

Department

County Program D01

Proposed Minimum Salary

$15.72 hourly

Job Location

Amarillo, Texas

Job Type

Staff

Job Description

Job Description Summary

Works under general supervision, provides routine administrative and bookkeeping support, and serves as program assistant for 4-H youth events.

Responsibilities

Performs bookkeeping tasks including purchasing with appropriate methods/funds, processes invoices for payment using various payment processes, enters data in bookkeeping software, tracks expenses by project, reconciles accounts, and keeps spreadsheets related to projects or other financial information as requested. Tracks and closely monitors 4-H program budget; must stay current on event and contest budgets and be ready to provide budget information as needed.

Serves as 4-H Program Assistant and assists at 4-H events as requested by 4-H Specialist. This work may involve occasionally working after hours at the office or off-site locations. Serves as the first point of contact for all things 4-H in District 1 and thereby should understand the program and be able to provide solutions for internal and external customers using independent judgment. The Program Assistant will act with initiative and be a self-starter and will be the backup professional when the 4-H Specialist is not available.

Maintains district data, uploads contests, and serves as information resource and problem-solver for online 4-H database, assisting county faculty/staff and 4-H families with online system. Assists with registration, answers questions, pulls reports and performs other duties in the online 4-H system.

Assists with supporting and training county support staff and agents on the online 4-H database and 4-H procedures/responsibilities. Assists with other trainings as requested.

Performs word processing, desktop publishing, presentation, and data management activities, and assists staff with the use of these applications. Posts information to public facing 4-H website and intranet website.

Keeps current on all software needed for job responsibilities. Completes trainings to further job knowledge and skillset independently or as assigned by supervisor or 4-H Specialist.

Meets proficiency levels of required technology skills as outlined by supervisor.

Coordinates logistics and makes all arrangements for events, contests, meetings, appointments, conferences, and travel, including but not limited to selection and rental of facilities, catering, and other details associated with planning educational events, contests, and banquets.

Submits contract addendums and insurance documents as required.

Completes travel and expense reports within prescribed deadlines.

Composes correspondence, reports, publications, and presentations, including editing and proofreading.

Maintains a professional level of confidentiality.

Manages time, calendar, and job responsibilities to meet deadlines.

Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor.

Greets visitors, answers and screens calls, provides information and referrals, and schedules appointments. Participated in the Center Front Desk rotation, serving as center receptionist, along with coworkers.

Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies.

Posts information to agency records and modifies forms or records. Verifies, processes, and reviews forms, reports, and other documents.

Maintains office supplies and equipment.

May deliver, pick up, or receive cash payments, documents, supplies, equipment, or materials.

May serve as a liaison for departmental equipment and service contracts.

May participate in the hiring, training, and supervision of student workers and other support staff.

Assists with the set up and clean up of events and programs which requires the ability to organize, lift, and load materials and supplies

Upholds and adheres to safety rules and policies.

Performs other duties as assigned.

This position will be located in Amarillo, TX, until some point in 2025 at which time the Texas AM AgriLife Research Extension Center will move to a new facility on the campus of West Texas AM University, in Canyon, TX. Employees will be expected to travel to Canyon for work once the new facility is completed.

Qualifications

Required Education and Experience:

High school diploma or equivalent combination of education and experience.

Two years of related experience.

Knowledge, Skills and Abilities:

Required proficiency in Microsoft Office Suite, spelling, punctuation, and grammar.

Skilled in general office procedures including answering telephone, filing, data entry, and maintaining an organized workspace.

Ability to multitask under pressure with ease.

Effective verbal and written communication skills.

Ability to complete all required trainings, and to complete and put into practice knowledge gained.

Must be service-oriented, a team player, self-motivated, and responsible to complete all assignments.

Exhibits tact and works cooperatively and positively with others.

Projects a positive, professional, organized image through in-person, virtual, email and phone interaction with customers.

Preferred Knowledge, Skills and Abilities:

Excellent oral, written, and electronic communication skills.

Ability to effectively use a personal computer to communicate, prepare proposals to include cost information on a spreadsheet as applicable, and provide reports of activities.

Ability to effectively communicate with faculty students and staff.

Other Requirements:

Posture - Must be able to tolerate prolonged sitting, frequent standing; occasional bending/stooping, pushing/pulling, twisting and standing.

Motion - Must be able to tolerate frequent standing and walking, repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching, occasional driving.

Lifting - Must be able to tolerate regular lifting and carrying (less than 15 pounds); may require occasional heavy lifting and carrying (45 pounds or more).

Environment - Must be able to work inside; tolerate occasional travel between work sites; regular exposure to noise.

Mental Demands - Must be able to work with frequent interruptions; maintain emotional control under stress; work prolonged or irregular hours on occasion.

Regular attendance is an essential function.

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/Affirmative Action/Veterans/Disability Employer.

As the largest comprehensive agriculture and life sciences program nationally, Texas AM AgriLife brings together a college and four state agencies within the Texas AM University System With over 5,000 employees, and a presence in every county across the state, Texas AM AgriLife is uniquely positioned to improve lives, the environment, and the economy of Texas and the nation through education, research, extension and service.If your goal is the pursuit of excellence and your vision is to make a difference in this world, we invite you to explore our opportunities to discover what a career at Texas AM AgriLife has to offer you.

Texas AM AgriLife is comprised of the following Texas AM University System members:

Texas AM AgriLife Extension Service

Texas AM AgriLife Research

College of Agriculture and Life Sciences at Texas AM University

Texas AM Forest Service

Texas AM Veterinary Medical Diagnostic Laboratory

Texas AM AgriLife collaborates with Prairie View AM University, Tarleton State University, Texas AM University-Commerce, Texas AM University-Kingsville and West Texas AM University as well as with other public and private partners.

Prospective employee benefits

Retirement programs

Commitment to inclusive excellence

Strategic plan