Working/Functional Title
Mecosta County Part-time Secretary
Position Summary
Michigan State University Extension is committed to fostering a welcoming and collaborative environment, which requires all staff to contribute toward a vision for success regardless of title or position within the organization. We strive to create a positive culture, access to resources, and a sense of belonging for staff, partners, and programming participants. This means that all staff at MSU Extension are dedicated to the following:
- We work together to ensure that programming is available to all audiences, creates meaningful and positive impacts for participants, and demonstrates partnership and collaboration across communities.
- We understand that a welcoming and respectful environment is built through the efforts of everyone.
- We foster an environment that welcomes a broad range of perspectives and experiences, ensuring that all individuals have the opportunity to contribute and thrive.
- We ensure that every team member is prepared with the skills and resources to contribute to our welcoming and supportive culture.
- We foster an environment that values a range of perspectives, skills, and experiences by working to ensure access to programming for communities.
- We commit to continuous learning and engagement to better serve Michigan residents and meet the evolving needs of communities.
- We recognize that broad accessibility and collaboration are essential elements of our work and are vital to organizational and programmatic success.
- We embrace a culture of understanding, coaching, and feedback toward achieving a vision of success for the entire organization and its staff.
- Together we will achieve success, and we commit to these goals in our work, continued education, and ongoing efforts.
POSITION SUMMARY
Be the “face” of MSU Extension (MSUE) in Mecosta County in a way that allows clientele, and potential clientele, to quickly and easily access Extension system information. Direct clientele to appropriate information and resources (e.g., MSUE staff, MSUE Bookstore, websites, etc.) and assist with the logistics and promotion of MSUE educational events in the county. Support MSU Extension staff in a manner consistent with delivery of Extension programs and events, and work in a manner that fosters a welcoming and collaborative environment for visitors and staff.
Serving as the first point of contact in the county office, you will research answers for clients, type, enter data, answer the telephone, and file departmental documents in order to provide clerical assistance to faculty, staff, and students. You will respond to inquiries and direct phone calls to appropriate MSUE staff using MSUE Expert Search, Ask Extension, and other appropriate resources and prepare and process requests for information as needed.
You will prepare accessible promotional/marketing materials for MSU Extension programs and distribute, as requested, including, but not limited to newspapers and broadcast media, Chambers of Commerce, community calendars, program wall, emails/community organizations list, social media, and flyer distribution. You will also manage local social media accounts and suggest ways to increase reach and engagement with existing and new audiences. You may also assist with logistics related to MSU Extension programs, such as assisting with registering clients for programs, developing program/event registration lists, and producing sign in sheets as well as assisting with 4-H Online records, 4-H enrollment, club records, 4-H communications, and MSU Extension Volunteer Selection Process (VSP).
In this role, you will collaborate, plan, and participate in office staff meetings, while fostering an environment that encourages a broad range of perspective and experiences to be shared and openness to new and different ideas as well as create, grow, and maintain a directory of contacts. You will also be responsible for operating all office equipment and maintain and update computer skills and technical knowledge for office and programmatic software applications. You will also collect, account for, and deposit money for services and/or materials provided by the office as well as learn and manage the Lightspeed system for county offices, including ringing of sales, running, and submitting monthly financial reports and maintenance of Lightspeed and credit card machines. Working independently, you will also complete various projects in order to facilitate the functions of the MSU Extension office.
There will be space available to work from the MSU Extension Office in Mecosta County.
This is a part-time (60%), limited-term position funded for one year from date of hire with possible extension contingent upon funding renewal.
Characteristic Duties/Responsibilities
- Types and proofreads standard and/or pre-formatted documents in order to provide the necessary documentation for activities within the Department and to produce rough drafts and final copies for faculty and staff.
- Greets visitors and answers the phone in order to provide information or screen, prioritize and route to the correct source. Is a receptionist / host for MSU clientele.
- Reproduces, collates, and staples materials for faculty and staff.
- Requisitions and checks in office and/or copier supplies in order to maintain current inventory.
- Performs routine maintenance of office equipment and arranges for repairs when necessary.
- Compiles information and maintains departmental files and routine records and statistics in order to have records for audits and internal needs. Maintains records and files in an orderly fashion.
- Contacts on-campus and off-campus offices in order to arrange for meeting rooms and travel accommodations. Maintains schedule of meeting/conference rooms.
- Sorts, opens, and distributes Department mail.
- Assists with Departmental procedures as required.
Minimum Requirements
Knowledge normally acquired through a high school education with course work in business-related areas such as typing and shorthand; up to six months of experience in word processing, typing and filing and may require knowledge of technical or medical terminology and/or technical training related to the field of employment, may require bilingual abilities in a specific language; or an equivalent combination of education and experience.
Desired Qualifications
- Effective oral and written communication skills.
- Demonstrated ability for accuracy and thoroughness.
- Proficiency in use of technology (e.g., Qualtrics, Zoom, Microsoft Teams, Word, Excel, PowerPoint, Outlook for mail/calendaring, spreadsheets, scheduling, virtual learning platforms, Internet browsers/web research, etc.), and ability to learn new skills.
- Ability to develop and maintain positive working relationships intra- and inter-organizationally.
- Able to demonstrate sensitivity, knowledge, and use of appropriate approaches, skills, and techniques, which reflect an understanding and awareness of social, cultural, and varied economic backgrounds and perspectives of the target population served.
