Gladwin County MSU Extension Secretary / Secretary I

Working/Functional Title

Gladwin County MSU Extension Secretary

Position Summary

Michigan State University Extension is committed to fostering a welcoming and inclusive organization, which requires all staff to contribute towards a vision for success. Diversity, equity, and inclusion are central to our work, regardless of title or position within the organization. This means that all staff at MSU Extension are dedicated to the following:

• We work together to ensure that programming is delivered to diverse audiences, produces equitable impacts for all participants, and demonstrates partnership and inclusion for all groups.
• We embrace that it is everyone’s job to create a culture that promotes diversity, equity, inclusion and belonging.
• We ensure that every team member is prepared with the skills and resources to contribute to our welcoming and inclusive culture.
• We foster inclusion by recognizing and valuing diverse perspectives, skills, experiences, and work to create equal access to programming for communities.
• We commit to continuous learning for diversity, equity, and cultural competency, in order to achieve inclusive excellence.
• We understand that diversity, equity, and inclusion are essential elements to our work and are vital to the organizational culture and programmatic success of MSU Extension.
• We embrace a culture of understanding, coaching and feedback towards 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 Gladwin 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, inclusive 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 assist 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 of inclusion 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 project in order to facilitate the functions of the MSU Extension office.

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, or an equivalent combination of education and experience.
• Up to Six months of experience in word processing, typing, and filing.

Desired Qualifications

• Effective oral and written communication skills.
• Demonstrated ability for accuracy and thoroughness.
• Proficiency in use of technology (e.g., 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 economic diversity of the target population served.
• Other skills and/or physical abilities required to perform duties of the position.
• Proven ability in establishing and working with a diverse network of constituents and community members across race, color, gender, national origin, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status, veteran status, socioeconomic class, and other differences.
• Self-starter who can effectively work both independently and in a team environment with the ability to serve in both leadership and contributor roles.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

• Current resume/CV.
• Cover letter.
• Four (4) professional references including at least two (2) prior or current supervisors.

Work Hours

Generally 24 hours Monday through Friday, with some nights and weekends needed.

Description of End Date

This is a part-time (60%), limited term position funded for one year from date of hire with possible extension contingent upon funding renewal.

Website

https://youtu.be/KjG34cLt9a8