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Extension Staff Assistant
Major Job Responsibilities

Office Management

  • Assist with Extension District Board, Budget Management Preparation, and distribute daily correspondence. 
  • Assist in set up, take down, and cleanup before and after meetings. 
  • Prepare meeting sign-in sheets and door signs.
  • Assist agents with meals and location arrangements for meetings. 
  • Assist agents by typing, filing, making phone calls as assigned. 
  • Assist with handling monies according to UK money handling procedures. 
  • Assist with picking up mail from mailbox and distribute appropriately. 
  • Coordinate ordering of office supplies and inventory as needed.

Competencies/Skills: Planning and organizing, cleanliness, skilled in use of office equipment, able to travel to sites outside the office.

Customer Service

  • Greet clientele if other staff assistant is unavailable. 
  • Answer phones, take and relay messages in rotation with other staff assistants.
  • Answer questions about upcoming events and activities for program areas and schedule meeting rooms for agents for events or meetings.
  • Sign up clientele for programs or activities and collect fees as needed.
  • Provide informational materials or copies as requested for program areas.
  • Be aware of agent’s daily work schedules and provide to clientele and staff. 
  • Complete all tasks with a professional and friendly demeanor.

Competencies/Skills: Courteous and responsive to the public, organizational skills, able to keep track of multiple tasks simultaneously, broad understanding of information available in the Extension Office and community.

Record Keeping and Newsletters

  • Work with budget contact Agent to complete county, state, federal budget reports.
  • Maintain computer records for Extension budget.
  • Organize bills for District Board treasurer.
  • Type and mail District Board treasurer’s report.
  • Assist staff with travel expense reports, prepare, and send to Area Director.
  • Assist staff with travel expense reports and prepare and send to Area Director. 
  • Handle money, receipts, and deposits according to UK money handling procedures. 
  • Process background checks on adult volunteers. 
  • Develop and use a reminder system for marketing programs and sending news releases and news articles as directed by Agents. 
  • Use client database to send reminder cards and / or emails to clients regarding upcoming programs and meetings and other mailings and messages as needed. 
  • Copy, assemble, distribute and electronically manage newsletters for all agents. 
  • Create, update, and maintain online databases and social media accounts. 

Competencies/Skills: Dependability and attention to detail, organizational skills, basic accounting skills, skills for completing and maintaining computer records as needed, knowledge of UK money handling procedures.

Program Support

  • Works ahead, anticipating upcoming events. 
  • Prepare materials for agent training sessions.
  • Process background checks on volunteers working with Extension. 
  • Assist agents with special programs such as Farm Tours, 4-H events, County Fair, Livestock Shows, Exhibit Hall, Awards Banquet, School club planning, Project Groups and Clubs, etc. 
  • Assist in maintenance of volunteer files. 
  • Assist with project groups, Livestock Show and Sale, environmental camp, reality store, 4-H day, school clubs and awards banquet.

Competencies/Skills: Courteous and responsive to the public; exceptional telephone skills and follow-up with UK staff, vendors and clientele; broad understanding of information available in the Extension Office and community resources, knowledge of Extension policies and procedures, demonstrates initiative and service attitude.

Professionalism

  • Attend trainings to enhance professional skills in computer usage, office management, etc, Dresses appropriately for office work. 
  • Exhibits an enthusiastic and positive attitude toward job responsibilities and clientele. 
  • Maintains an organized desk and work area. Is reliable and honors commitments to the job. 
  • Keeps non-work related activities to a minimum. 
  • Is punctual in reporting to work and maintaining regular work hours.
  • Completed assignments are professional in appearance. 
  • Cooperates with customers and peers. 
  • Courteously and promptly handles clientele requests. 
  • Uses proper telephone etiquette.
  • Takes accurate telephone messages for agents.

Competencies/Skills: Willingness and ability to learn new skills as needed.

Professional Standards, Customer Service and Organizational Improvement

  • Consistently live out the commitment to the College of Agriculture, Food and Environment tenets of excellence, competence, respect, flexibility, communication, and learning.
  • Model and promote excellent customer service to all internal and external constituents.
  • Expand professional knowledge through training, classes, and seminars. 
  • Other duties as assigned.

Competencies/Skills: Leadership management skills.