ADMINISTRATIVE ASSOCIATE - UW EXTENSION

La Crosse County • La Crosse, WI

2d

About The Position

This is a specialized support position in La Crosse County's Extension Office working with outreach, youth programming and marketing. Employee performs a variety of skilled technical and secretarial functions, including assisting with educator programming, graphic layout for marketing materials and developing social media content. Also works with youth, volunteer leaders, and financial consultants. Employee in this class uses independent judgment in carrying out duties pursuant to established County and Department guidelines.

Requirements

• Strong oral and written communication skills.
• Ability to build and maintain strong relationships with partners in delivery of library programming.
• Ability to be creative and dynamic in developing marketing materials and in all matters of public relations.
• Ability to plan, organize, direct and implement creative programming. Ability to work with minimal supervision.
• Ability to work within a budget.
• Knowledge of and ability to perform layout and design of brochures, newsletters and other promotional materials using desktop publishing and graphic design skills.
• Knowledge of and ability to keep current on social trends to effectively apply in marketing and public relations tasks.
• Ability to meet, work with, and establish good working relationships with the public, County officials and other employees.
• Ability to understand and carry out oral and written instructions.
• High school diploma or equivalent is required; preference given for related post-secondary education.
• Demonstrated competency with design of marketing materials. Previous experience working directly with the public of all ages.
• High level of computer skills in Canva and Publisher or related graphics software, MS Word, Excel and Adobe Acrobat.
• Excellent organizational skills.
• Must display characteristics of ambition, imagination and creativity, as well as an interest in lifelong learning, professional development and career- related learning.
• Will be expected to attend programming events which will include evenings and Saturdays.
• Demonstrated competency and experience using computers: performing routine and advanced word processing, desktop publishing, financial spreadsheets.

Nice To Haves

• Previous experience in developing and/or promoting library programming.
• Strong preference for training and/or experience working in public libraries.
• Preference for a background in marketing or public relations

Responsibilities

• Assists with the development, planning, organization and implementation of creative programming to 4-H youth and families.
• Creates digital and print publicity materials to promote and advertise programming using desktop publishing and graphic design skills.
• Assists with the set-up, coordination, and take down of programs including moving chairs, tables and podiums as well as setting up AV equipment.
• Creates press releases and maintains contact with media sources.
• Creates, manages, and monitors social media and website content regarding 4- H and Extension programming.
• Duties include answering phones, waiting on customers, and performing a variety of clerical functions such as, but not limited to, ordering educational publications, setting up filing systems, documentation and handling bulk mailings, formatting and updating databases.
• Assists in greeting program guests, making program introductions and evaluating programs.
• Develops mailings and newsletters and maintains department website.
• Tracks monetary transactions for Wildlife Damage and Claims and 4-H programs, performs monthly and annual reimbursement process between county, DNR, UW-Madison, and 4-H.
• Coordinates and manages budget with educators and county staff including mileage and expense reimbursements, purchasing, program funding, and postage from UW-Madison. Manages with revenue deposits, accounts payable, and budgetary tasks in the County’s financial system.
• Serves as liaison between Area 13 Director and county personnel regarding new hires, terminations, IT management, and inventory.
• Performs advanced word processing with above-average proficiency. Keeps program statistics, records, and files.
• At times acts as office secretary and receptionist, types and drafts office correspondence, memos and reports, including confidential material. Attends meetings and types and maintains committee minutes as necessary. May be a representative for the office as necessary.
• Performs desktop publishing for layout, design, and graphic work on programs, agendas, brochures, newsletters and reports.
• Compiles, prepares and analyzes program information with Educators for evaluation, reports and educational purposes.
• Manages registrations for Extension education programs, including receiving and recording payments and creating a complex Excel spreadsheet with macros and hyperlinks as new programs are offered, and uses database management software daily.
• Understands and operates under University of Wisconsin policies/procedures relative to budget, faculty policies, University structure and operational procedures, as well as with established County and departmental policies, and County partnership agreements.
• Coordinates and manages virtual meetings and programming.
• Maintains customer-service focus, dedicating self to meeting the expectations and requirements of internal and external customers, establishing and maintaining effective relationships.
• Employee is expected to report to work when scheduled, with minimum use of sick leave.
• In this public service position, employee is required to be courteous, cooperative and respectful at all times, with the public and clients. Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials.
• When required by the educator, may assist with conducting instructional programming.
• Reflects time management skills by effectively and efficiently setting priorities and meeting deadlines such as the timely publishing of newsletters, minutes, education program and promotional materials.
• May utilize County financial system to receive money, prepare receipts, record information and prepare reports to be used in operation reviews and audits.

Benefits

• Wisconsin Retirement System (WRS): A top-rated pension program.
• Affordable Insurance Premiums: Comprehensive health, dental, and vision coverage.
• Generous Paid Time Off: Vacation, sick, and 10+ paid holidays annually.
• Work-Life Balance: Flexible schedules and wellness programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED