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    Extension Office Manager/Financial Assistant - University Park, United States - Penn State University

    Penn State University
    Penn State University University Park, United States

    3 weeks ago

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    Description

    APPLICATION INSTRUCTIONS:

    • CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
    • CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
    • If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

    JOB DESCRIPTION AND POSITION REQUIREMENTS:
    Penn State Extension seeks to hire an Office Manager/Financial Assistant for the Berks County Extension office.


    The Office Manager/Financial Assistant will:

    • Report directly to the regional off-site Extension Area 9 Business Operations Manager (BOM) and will also work closely with the regional off-site Extension Area Client Relations Manager (CRM) and local Educators to help ensure the smooth and efficient daily operation of the Berks County Extension office.
    • Serve as the office coordinator for the local administrative support work unit; plan and facilitate the administrative support activities of the office; coordinating with others to complete tasks.
    • Oversee and coordinate the daily scheduling and attendance of Administrative Support Assistants in the Berks office.
    • Assist in the supervision and training of assigned support staff.
    • Prepare, process, and review forms for payroll/human resource system input.
    • Maintain the office accounting, budgetary, Accounts Payable, and Accounts Receivable financials using Penn State Accounting systems, including access to confidential County and Penn State salary and wage information and other personal data.
    • Process check requests, purchase orders, travel reimbursements, procurement requests, make bank deposits and other related financial activities.
    • Monitor and maintain budgets, track expenditures, process budget revisions, and assist with budget preparation and projections.
    • Respond to routine and moderately complex questions/issues concerning unit/University policies, processes, and procedures from internal and external contacts.
    • Assist with county Extension program and events coordination.
    • Arrange meetings, coordinate special events, conferences, and other functions.
    • Assist with planning and coordination of moderately complex projects.
    • Serve on various Extension committees, locally and statewide.
    • Provide local customer services support.
    • Help with office communications, multimedia product development and publications, social networking (Facebook, Penn State PLONE website, etc).
    • Serve as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures.
    • Perform other office management duties as assigned by the Area Business Operations Manager.

    The Office Manager/Financial Assistant:

    • Must maintain a professional appearance, represent Penn State University and the county Cooperative Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, and Extension Educators.
    • Should be able to assume the temporary/occasional role and duties of the office support staff on an "as needed basis" across a multi-county area.
    • Must have the ability to work as part of the Extension team as well as to work independently and have the ability to follow procedures as determined by Penn State Extension.
    • Must have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information.
    • Be proficient in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred.
    • Have experience in a team environment with excellent team skills is required.
    • Be able to work independently to multi-task, and to prioritize workload in a fast-paced ever-changing environment.


    The position is located at the Penn State Extension Office in the County of Berks Agriculture Center building, 1238 County Welfare Road, Suite 110, Leesport, PA 19533.


    This is a limited term appointment funded for one year from date of hire with excellent possibility of re-funding and is a 100% full-time equivalency (FTE) job.

    This individual will work 40 hours/week, Monday through Friday 8:00 a.m. - 4:30 p.m. with a half hour unpaid lunch break. Some occasional evening/weekend work for events/meetings may require a flexible workday schedule. Full Penn State benefits are included.


    Education and Experience:


    Minimum requirements include a High School diploma or higher plus 2 years of related experience, or an equivalent combination of education and experience.

    A bachelor's degree is preferred.

    Candidates should possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office365, MS Teams, QuickBooks accounting software and be able to quickly learn how to use Penn State's Salesforce web-based customer relationship management software application, and the university's financial systems (SAP/Concur, Shop-On-Lion, SIMBA).

    Some travel is required. This position requires the operation of a motor vehicle as part of the job duties, mainly for banking.

    A valid driver's license and successful completion of a motor vehicle records check will be required in addition to standard background checks.


    Application Requirements:
    Applicants should provide a cover letter with their resume and evidence, either woven through their application materials or as separate statements that demonstrate their:


    • Experience in budget and financial administration, financial bookkeeping, building and maintaining relationships, operational/office management, personnel supervision and application of policy and procedure.
    • Commitment to fostering diversity, equity, and inclusive excellence, which creates a positive environment in their work environment.
    • Outstanding oral and written communication skills and the ability to listen effectively.


    The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms.

    We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive.

    We value inclusive excellence as a core strength and an essential element of our public service mission.

    The salary range for this position, including all possible grades is:

    $38, $55,500.00

    Salary Structure - additional information on Penn State's job and salary structure.


    CAMPUS SECURITY CRIME STATISTICS:


    Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR).

    The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters.

    The ASR is available for review here.

    Employment with the University will require successful completion of background check(s) in accordance with University policies.


    EEO IS THE LAW


    Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

    If you are unable to use our online application process due to an impairment or disability, please contact

    Federal Contractors Labor Law Poster

    PA State Labor Law Poster

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