Office Support / Clerical Aide

Position Summary(Basic Job Function)

This a temporary or on-call position. Provides clerical support. Responsibilities may include secretarial, receptionist, bookkeeping, information processing or related clerical tasks. Temps On-Campus: includes College of Human Medicine, the College of Osteopathic Medicine at Detroit Medical Center, and the College of Osteopathic Medicine at Macomb University CenterTerm. On campus temps can work six (6) months then terminate for three (3) months or switch to an oncall. Off campus temps can continuously work nine(9) month appointment with a one (1) week break in between. On-Call allowed to work up to 40 hours/week for three (3) months then must be moved down to 19 hours/week and cannot work more than 520 hours in any six (6) month period.

Unit 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:

This Clerical Aide position assists MSU Extension educators housed in the Benzie County MSU Extension office in a variety of tasks. 

Tasks include assisting local businesses who partner with MSU Extension to provide better services to the Benzie County community, greets customers, answers questions, links residents to MSU staff, distributes educational materials, sells soil test mailers, supports 4-H members and volunteers, and manages the county social media and website. 

Other tasks include maintaining office equipment and supplies and assisting with coordination of the EMG program.

Primary function of this job is to manage operations of the Benzie County MSU Extension office and to provide support to MSU Extension staff. 
  

• Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance, both verbally and in writing, to internal and external customers. Serves as receptionist for the office. Receives visitors, responds to telephone calls and e-mails from the general public, providing information related to MSU Extension programs and services.   
• Assists in coordination of Extension Master Gardener program, including but not limited to, communication with Extension Master Gardener volunteers, customer service related to the Extension Master Gardener program, assisting with the Volunteer Selection Process, and other technical support functions. 
• Assists County 4-H Program Coordinator with projects as requested.  
• Creates flyers, graphics and annual reports using Canva, PowerPoint or other professional design software. 
•  Operates point of sale system and creates bi-monthly reports, maintains accurate records regarding inventory and transactions. Receipts monies received in-office for 4-H program activities.  
• Coordinates and monitors the completion of specialized, time sensitive projects as requested.
•  Monitors and maintains appropriate levels of supplies and materials in support of unit operations and activities. 
• Schedules and maintains department calendars. 
• Participates in maintaining web page(s) for assigned area of responsibility and maintains social media accounts.
•  Performs mathematical calculations to balance, reconcile, and maintain records.
•  May perform other support staff functions as requested.

Desired Qualifications

• Considerable knowledge of office procedures and maintaining detailed and accurate records.
• Strong skills in proofreading, reviewing forms, documents and reports. 
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness.
• Proven ability in establishing and working with a network of constituents and community members across race, gender, national origin, gender identity, religion, age, height, weight, political beliefs, sexual orientation, marital status, family status, veteran status, socioeconomic class, disabilities, and other differences.
•  Demonstrated success in program development and delivery to audiences/communities representative of the communities we serve, and proven ability in establishing and working with a 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.
• Understanding of and ability to implement Civil Rights principles and compliance standards.
• Combination of education and specific, relevant experience may be considered in lieu of degree.
• Ability to lift and carry educational materials, equipment, etc. up to 25 lbs.
• Ability 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.
• Effective oral and written communication skills.
• Travel in local and surrounding communities and occasional long-distance travel are required as a regular part of this position.
• Transportation is the responsibility of the employee.
• Proficiency in use of technology (e.g., web research, Zoom, Qualtrics, Microsoft Teams, Word, Excel, PowerPoint, Outlook for mail/calendaring, distance technology, etc.).
• Other skills and/or physical abilities required to perform duties of the position.

Required application materials:

Resume, Cover Letter, 3 Professional References

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.

Work Hours

ON-CALL