Office Manager-Extension

Office Manager

Location : 1 Hamilton County Square - Noblesville, Indiana, 46060

Hamilton County is one of Indiana's fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from "Best Cities to Relocate To" and "Best City to Raise a Family" to "Healthiest County in Indiana" and "Happiest Suburbs in the Nation". Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

POSITION : Office Manager

DEPARTMENT : Extension Service

WORK SCHEDULE : 8 : 00 a.m. - 4 : 30 p.m., M-F

STATUS : Full-time

FLSA STATUS : Non-exempt

Hourly Rate : $28.4440 per hour

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and / or ability required. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as Office Manager for the Extension Service Department, responsible for coordinating office operations, providing clerical support, and supervising personnel.

DUTIES :

• Supervises and directs clerical personnel, including assisting in interviewing applicants, making hiring recommendations, orienting new personnel, planning / delegating work assignments, coordinating leave and work schedules, and providing training as needed. Reports on status of clerical staff assignments at office conferences.
• Processes department payroll, including reconciling time clock detail reports with individual time cards, entering omissions / corrections, recording leave and compensatory time, and submitting to Auditor.
• Manages extensive email and phone correspondence with clientele and board members to provide information and resolve issues regarding enrollment, workshops, and other Extension activities.
• Assists in the management of building rental operations, including scheduling buildings, responding to inquiries, conducting building tours, preparing and printing rental contracts, calculating / entering statistics on computer, and communicating rental needs and schedules to Maintenance Department personnel. Prepares annual reports for elected officials.
• Teaches and / or leads educational outreach programs for community such as school enrichment, after school programs, and service group presentations.
• Serves as Extension representative on various community committees and boards.
• Coordinates semi-annual ACTS Youth Leadership Program handling all correspondence and scheduling, organizing programming, teaching sessions, and supervising sessions.
• Works with Educators in developing computer-based presentations in response to program area needs.
• Maintains Extension database and 4-H and Fair Entry online databases, tracking all demographic information and project enrollment, providing leaders with information, and preparing judging sheets for annual 4-H Fair.
• Assists annually with 4-H fair including supervising 4-H office, coordinating Fair publicity and meeting with committees, ordering / picking up supplies, maintain enrollment database, labeling / distributing awards, and making State Fair entries.
• Collects fees, maintains financial logs and sends confirmation letters for various activities throughout the year as needed.
• Performs various clerical functions as assigned or as needed, such as occasionally meeting with supplies vendors, picking up / delivering items from / to Judicial Center, and designing / typing / proofreading / editing / copying / collating / mailing correspondence, flyers, reports, Fairbook, and newsletters.
• Collects information, and completes and sends mileage reimbursement forms to Purdue University monthly.
• Performs duties of other department personnel in their absence or as needed, researching and providing information, processing incoming mail, preparing outgoing bulk mailings, and serving as first back-up to Secretary / Bookkeeper on County Appropriations, and processing 4-H plaques.
• Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK :

RESPONSIBILITY :

Incumbent performs standard, recurring duties according to general policies. Incumbent receives indirect or occasional supervision, with priorities determined by supervisor and seasonal deadlines. Errors in incumbent's work are usually prevented through complete prior instructions from supervisor, and are usually detected through proofreading. Undetected errors may result in loss of time for correction, loss of money to department, and / or inconvenience to 4-H participants and / or the public.

PERSONAL WORK RELATIONSHIPS :

Incumbent maintains frequent contact with co-workers, other County departments, Purdue University personnel, 4-H participants, related organizations, and the public for purposes of exchanging information, coordinating activities, and supervising and directing assigned personnel. Incumbent reports directly to Director.

PHYSICAL EFFORT AND WORK ENVIRONMENT :

Incumbent performs duties in a standard office environment, which may involve sitting for long periods, sitting and walking at will, keyboarding, bending, reaching, driving, crouching, kneeling, close vision, speaking clearly, hearing communication, and lifting / carrying objects weighing less than 100 pounds. Incumbent occasionally works extended, weekend, and / or evening hours.

APPLICANT / EMPLOYEE ACKNOWLEDGEMENT :

The job description for the position of Office Manager for the Extension Service department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.