Position: Program Assistant  

Department: Purdue Cooperative Extension Services  

Work Schedule: Monday through Friday, 8 am – 4:30 pm; evenings and weekends as needed 

Salary: $38,804/year

Status: full time 

FLSA Status: non-exempt 

Job Category: PAT (Professional, Administrative, Technological) 

Date Written: July 2024 

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. St. Joseph 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 Program Assistant for St. Joseph County Purdue Cooperative Extension Services responsible for assisting in the management of all Extension program activities in St. Joseph County. This includes, but is not limited to, assisting in the planning of various functions and promoting of Extension Services. Program areas served are: Health and Human Sciences, Agriculture and Natural Resources, and 4-H Youth Development.  

DUTIES:   

• Answers telephone and greets walk-ins providing information, assistance, direction, and hands out publications;
• Prepares, types, copies, and sends mass mailings, publications, and other information to clientele;
• Maintains and updates mailing lists for respective program area (ex: 4-H, Agriculture and Natural Resources, or Health and Human Sciences);
• Assists with the preparation and development of respective program area books (ex: 4-H, Agriculture and Natural Resources, or Health and Human Sciences);
• Maintaining databases and updating information and troubleshooting and repairing files pertaining to database; 
• Assists in receiving and receipting monies for Extension programs and events, following Purdue and St. Joseph County fiscal guidelines;
• Assisting with tasks related to county program volunteers, maintaining volunteer documents, award databases and correspondence; 
• Updating and inputting county Extension program information on website; internal Extension databases (Survey Builder, Digital Measures); preparing Annual Reporting data; 
• Assist with organizing existing and new programs and meeting regularly with Extension Educators to implement programs and activities; 
• Preparing and distributing news releases for local media, writing circular letters promoting special projects and workshops. Includes preparing manuals and information for youth and adults; 
• Maintains social media/ website for St. Joseph County Purdue Extension and individual areas of programming. 
• Attending training programs as necessary, and various committee meetings, making recommendations as needed; 
• Providing information to the public, answering inquiries regarding general Extension information; 
• Creates, edits, reproduces, and prepares monthly and weekly newsletters for areas of Extension as needed. Handles mailings for specified programs. Posts monthly newsletter to web site and mails to appropriate groups. 
• Composing, designing, and printing educational or informational materials for distribution to program audiences; 
• Assists with and/or performs duties of other office personnel as needed or as required by their absence; 
• Performs related duties as assigned by CED or Extension Educators 

Qualifications:  

• High school diploma or GED required. Preferred relevant degree in post-secondary education.
• Proven experience (1-3 years) in a support role or similar administrative position.  
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.  
• Excellent communication and interpersonal skills, with a customer service-oriented approach.  
• Attention to detail and discretion when handling confidential information.  
• Proficiency in MS Office suite (Word, Excel, PowerPoint) and other relevant software applications.   

I.  JOB REQUIREMENTS AND DIFFICULTY OF WORK:   

Critical Skills/Expertise: All employees must possess a knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manuals related to the job performed by the employee and demonstrate this knowledge in completing job tasks. The abilities expected by all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with County policies; be appropriately groomed and attired so as to present a professional image in accordance with the County mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with County rules; conform with County standards and rules regarding use of accrued time; demonstrate a polite, helpful, courteous, and professional image when engaged in any activity with the public; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues. Critical skills/expertise identified for this job include: 

• Knowledge of standard office policies and procedures and ability to effectively perform the essential duties of the position; 
• Knowledge of all areas encompassed by the Purdue University Cooperative Extension Service; 
• Ability to use/operate office and computer equipment and related software, copier, calculator, telephone, and such specialized equipment as a projector, digital camera, folding machine, collator, and laminator; 
• Knowledge of computers, software, and database systems, and the ability to apply this knowledge to meet work responsibilities; Experience with Microsoft Excel, and Qualtrics is preferred but not required. 
• Knowledge of planning, public relations, and budget management procedures and standards, and the ability to apply this knowledge; 
• Ability to utilize organizational skills and ability to effectively communicate orally and in writing with other government personnel and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities; 
• Ability to balance Education Fund and Department checking account, including reconciling cash drawer receipts, and inputting data for financial statements. 
• Ability to provide public access to or maintain confidentiality of department records and information according to state requirements. Ability to maintain accurate, timely files.  
• Working knowledge of goals, objectives, tasks, and activities of the Department, and ability to accomplish tasks and activities with accuracy and completeness and meet formal deadlines.   
•  Working knowledge and experience with standard office procedures and computer software and systems used by the Department, including word processing, spreadsheets, and email.   
•  Working knowledge of standard English grammar, spelling, and punctuation and ability to prepare various detailed reports.   
•   Ability to properly operate standard office equipment, including computer, calculator, copier, scanner, and telephone.   
•  Ability to effectively communicate orally and in writing with co-workers, other County departments, County employees, Commissioners, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.   
•  Ability to provide public access to, or maintain confidentiality of, Department information and records according to state requirements.   
•  Shall comply with employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.   
•  Ability to understand, memorize, retain, and carry out written and oral instructions and present findings in oral or written form.   
•  Ability to file, post, mail materials and copy data from one document to another.   
•  Ability to compile, collate, and classify data, and analyze, evaluate, observe, diagnose, and investigate.   
•  Ability to work with others in a team environment and work on several tasks at the same time, often under time pressure.    

II.  RESPONSIBILITY:   

 Incumbent’s priorities are primarily determined by supervisor with assignments performed according to specific detailed instructions. Decisions are always determined by specific instructions or existing, well-established policies and procedures. Work errors are primarily detected or prevented through notifications from other departments or the public. Undetected work errors could result in loss of time to correct errors and work delays in other departments.   

III.  PERSONAL WORK RELATIONSHIPS:   

 Incumbent maintains frequent contact with co-workers, other County departments, County employees, Commissioners, and the public, for the purpose of giving and receiving information.   

 Incumbent reports directly to Purdue County Extension Director.   

IV.  PHYSICAL EFFORT AND WORK ENVIRONMENT:   

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing up to 50 pounds, bending, reaching, keyboarding, speaking clearly, close vision, handling/grasping objects, and hearing sounds/communication.    

 Incumbent will be asked to work occasional weekend and evening hours as needed.    

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT   

The job description for the position of [Position] for St. Joseph County [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.