Under general supervision, performs a variety of administrative, clerical, and accounting duties in the Department. Work involves independently preparing, composing, and typing a variety of documents, including correspondence, memoranda, reports, and forms. The employee is also responsible for receiving and responding to a variety of inquiries by telephone and in person and maintaining a variety of confidential records and files. The employee must exercise judgment, discretion, and initiative in completing assignments, providing information or assistance, or referring inquiries to appropriate personnel. The employee is in frequent contact with the public, requiring considerable tact, courtesy, and knowledge of County and State policies, procedures, and programs.

Virginia Cooperative Extension:

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  Types material from typed or handwritten copy, which requires the use of a variety of complicated formats for preparing correspondence, memos, forms, monthly reports, etc.; assumes responsibility for the correctness of spelling, punctuation, format, and grammar.
• Answers telephone, takes messages as necessary and greets visitors, receives inquiries, and provides information or refers inquiries to appropriate personnel.
• Maintains a calendar and notifies staff of upcoming deadlines.
• Assists Extension Agents and coworkers with planning and implementing Extension activities.
• Accurately perform within established deadlines a variety of secretarial duties including but not limited to: work processing, duplication, compilations, and mailing of educational materials preparation of correspondence, newsletters, media material, and reports.
• Prepares travel vouchers, accounting vouchers, speed purchase order forms, etc.
• Maintains an inventory of supplies and education support materials: orders and receives supplies and materials.
• Computes and tallies bulk mailing permits.
• Receive, process and distribute all mail and messages to appropriate persons; sends computer messages to planning district extension offices as well as State staff.
• Prepares photocopies.
• Sets up and maintains a variety of records.
• Processes outgoing mail and maintains up-to-date mailing lists/databases.
• Stays informed of and ensures compliance with penalty mail regulations and procedures.
• Receives, packages, and mail specimens for identification and/or testing.
• Trains staff when appropriate in-office procedures and operations.
• Performs other related duties as required.

High school diploma or GED; supplemented by college level course work or vocational training in general office work and personal computer operations; supplemented by one (1) year of previous experience and/or training involving administrative work and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.