Administrative Support Assistant I (Part Time) (Camp Verde, AZ)

Administrative:

• Record minutes at meetings and process the written report for distribution.
• Print and distribute reports, correspondence, technical documents, forms, and fliers.
• Maintain existing spreadsheets, input data, and update databases, and cross-index and alphabetically file documents or correspondence.
• Work closely with the Prescott office and Kingman office Administrative Support on transactions to ensure processing is complete.
• Maintain all office calendars.
• Arrange for facilities and services to conduct conferences, workshops, or meetings as directed by the supervisor.
• Assist with conference/workshop registration and setup.
• Monitor and order office supplies.
• Troubleshoot technical difficulties with office equipment and computers in consultation with appropriate IT and other technical consultants.
• Assist departments with Concur travel.

Communication:

• Work at the front desk at the Yavapai County Camp Verde office and interfacing with the public.
• Ensure that public areas are welcoming, and program and community information is displayed, maintain office bulletin board, document holders, and general office appearance.
• Greet visitors and refer them to the appropriate office staff or supervisor.
• Monitor and redirect as needed all incoming emails, and sort and distribute mail for office staff.
• Answer telephone calls and route them to the appropriate person.
• Communicate with and support routine and non-routine inquiries from faculty, staff, and the public.
• Provide clerical support to the administration team, 4-H, Agriculture and Natural Resources, and Family and Consumer Health Sciences, Range and Livestock.
• Resolve typical administrative and operational problems or situations impacting the staff and faculty work unit under supervisor direction.

Financial Administration & Reporting:

• Assist with department program expenditures, ensuring that budget allocations are not overspent.
• Assist with requesting, reviewing, processing and/or approving day-to-day business transactions such as invoicing, cash receipts, disbursement vouchers, travel expense reimbursements, and payment requests with accuracy, completeness and in compliance with University policies and procedures.
• Under supervision utilize UAccess to review and monitor account activity, budgets, and balances for appropriate spending and compliance with the Program directives and University of Arizona policies and regulations.

Social Media & Technical:

• Assist with departmental websites and communication platforms to ensure accurate content.
• Work with department staff to create and distribute digital marketing through Trellis software.
• Assist with social media with departmental content in collaboration with other department staff.
• Create Smartsheets registration forms and maintain registration data with input from department staff.
• Assist with preparation of the annual report using Microsoft software.

Knowledge, Skills, and Abilities (KSAs):

• Excellent verbal and written communication skills.
• Excellent organizational abilities and able to manage and establish work priorities as needed.
• Ability to work collaboratively in a team environment.
• Proficient in Microsoft Office Programs (Work, Excel, and PowerPoint) and Adobe.
• Knowledge of standard office policies and procedures.
• Ability to work in a busy and sometimes noisy work environment.