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Administrative Assistant (Intermediate Support)

Penn State Extension in Washington County is hiring an Administrative Assistant (Intermediate Support). The Extension Office Administrative Assistant assists with the daily operations of the Washington County Extension Office, supporting efficient office management and administrative coordination within Washington County. This position plays a critical role in financial administration, customer service, office operations, and program support for Extension educators, staff, volunteers, and stakeholders.

The position has a strong focus on managing and processing multi-county financial operations using the local and university financial management systems, including accounts payable and receivable, purchase orders, deposits, donations processing, employee and non-employee reimbursements, internal orders, and county allocation budgets. The Administrative Assistant also serves as a financial initiator for educators and staff, supports grants and contracts administration, coordinates office operations and facility management, and provides exceptional customer service to the public and both internal and external stakeholders.

Key Responsibilities

• Serve as Finance Initiator and delegate for multi-county Educators, staff, and designated non-employees.
• Review and monitor unassigned P-Card charges and outstanding expense reports to ensure timely reconciliation.
• Review travel documentation, reimbursement forms, and support materials for policy compliance and accuracy.
• Prepare and process travel and non-travel expense reimbursements using SAP/Concur systems.
• Maintain documentation and records in accordance with university retention policies.
• Participate in required financial and compliance training courses.
• Manage financial accounting for local 4-H and Extension program funds using QuickBooks software.
• Process accounts payable/receivable transactions, purchase orders, invoices, deposits, and fund transfers.
• Complete monthly bank reconciliations and prepare financial reports for leadership and staff.
• Support annual audits and reporting requirements, including PSCE FAIR and PDA Fair Fund reporting.
• Process donations through the Extension Development Office.
• Monitor county allocations and assist with budget tracking and adjustments.
• Manage financial operations for County Commissioner Allocations, 4-H, Master Gardener funds, grants, and county assistance accounts.
• Process purchase orders, non-PO invoices, journal entries, check requests, and fund transfers.
• Prepare financial reports and assist educators and staff with financial tracking and compliance.
• Develop and share financial management tools and training for Area 6 and statewide initiatives as needed.
• Assist educators, staff, and vendors with Payment Works supplier registration processes.
• Verify supplier registration completion within SIMBA and follow up with vendors as necessary.

General Administrative Support

• Provide front-line customer service by answering phones, greeting visitors, and responding to inquiries.
• Coordinate meetings, workshops, registrations, and special events, as needed.
• Support educators and staff with clerical, financial, and administrative tasks.
• Assist with Salesforce database management, mass communications, and event registration systems, as needed.

Office Management

• Assists with daily office operations and facility coordination.
• Ensure office security, operational readiness, and administrative coverage.
• Assist with maintenance and troubleshooting for IT, audiovisual, and office equipment.

Required Qualifications

• 2 years administrative, office management, or financial support experience.
• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office (TEAMS and Outlook) and database management systems.

Preferred Qualifications

• Associate degree, vocational, or technical training preferred.
• Experience with financial management systems such as SAP, Concur, SIMBA, and QuickBooks.
• Experience supporting events, programs, or educational organizations preferred.

Penn State Extension in Washington County is the local educational outreach office of Penn State's College of Agricultural Sciences, providing research-based programs and resources to residents, farmers, businesses, and youth. Located in Washington, Pennsylvania, it offers services such as gardening and agriculture education, soil and water testing resources, food safety training, and 4-H youth programs, connecting the community with expertise from The Pennsylvania State University.

Minimum Education, Work Experience & Required Certifications

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

Salary & Benefits

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00. Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.