Administrative Specialist CL2 - York County

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine from April 4, 2018 through April 10, 2018 and open to external applicants thereafter.
The University of Maine Cooperative Extension is hiring an Administrative Specialist CL2 to provide administrative and bookkeeping support to Cooperative Extension, York County office. This full-time position provides customer service to the public and supports local Extension staff in the 4-H, Agriculture/Horticulture, Eat Well nutrition and other food system programs. The position will be located in the University of Maine Cooperative Extension York County office in Springvale. This is a Full time, regular position, 40 hours per week. This position pays $13.95/hr.
Essential Duties & Responsibilities:
Handles verbal and written communication for a broad range of questions and requests from the public; prepares customized memos for non-routine issues; identifies needs of various parties to determine appropriate response
Composes, edits and reviews a variety of standard and/or specialized correspondence, reports, documents, and program specific forms
Organizes and maintains files, including creating and maintaining confidential reports and staff files
Plans and coordinates simple projects and events
Provides complex administrative support that may include maintaining program databases and workshop/course registrations; prepares and distributes unit documents
Updates and maintains county Extension web pages
Assists in developing office policies and procedures to improve office practices
Uses independent judgement and initiative in handling issues from faculty, staff, and the public
Performs basic bookkeeping tasks as detailed below
Collaborates to draft and track county budget; manages payables and reconciliations of county funds; and provides monthly financial reports to office staff and York County Executive Committee treasurer
Supports review and revision of annual UMaine York County Extension budget; manages UMaine general ledger reconciliations and deposits for local York County accounts
Processes purchase orders in UMaine MarketPlace purchasing system; tracks receipt and payment of orders; and coordinates account reconciliation
Serves as a contact for outside vendors, especially office services and equipment
Trains coworkers and temporary staff on work procedures
Troubleshoots technical problems
Researches, sorts and summarizes data
Assists with proctoring exams
Other reasonably related duties
Knowledge, Skills & Qualifications:
Required skills and experience:
Excellent customer service skills
Ability to maintain records and files, including office supplies inventory
Demonstrated effective communication skills both verbally and in writing
Proven team player, demonstrated high level of interpersonal skills
Experience and proficiency with Microsoft Office Suite, Adobe Acrobat Pro, and WordPress
Experience and proficiency with QuickBooks Pro and knowledge of basic budgeting principles
Ability to maintain confidentiality
Attention to detail
Administrative experience in an office setting
Demonstrated good judgment
Ability to manage multiple tasks and prioritize work
Experience coordinating simple projects and events
Knowledge of Cooperative Extension and its mission
Experience with UMaine's General Ledger and MaineStreet systems
Bargaining Unit: COLT
Appropriate background checks are required.
All UMS employees are required to comply with applicable policies and procedures, as well as to complete applicable workplace related screenings, and required employee trainings, such as Information Security, Safety Training, Workplace Violence, and Sexual Harassment.
Materials must be submitted via "Apply for Position". You will need to create a profile and application; upload a cover letter and a resume/curriculum vitae which fully describes the applicant's qualifications and experiences with specific reference to the required and preferred qualifications; and provide contact information for three professional references. You will also need to complete the affirmative action survey, the self-identification of disability form, and the self-identification of veteran status form. Incomplete application materials cannot be considered. Review of applications will begin immediately and will continue until a suitable pool of candidates is found.
The University of Maine is an EEO/AA Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, age, disability, protected veteran status, or any other characteristic protected by law.
Fiscal Year (12 Months)
Required Documents:
Cover Letter, Resume/CV
Fiscal Year (12 Months)
Required Documents:
Cover Letter, References, Resume/CV

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