- Control of the Office Keys
- County Office Coordinator's Descriptions
- Creating a Positive Image through Office Management
- Facility Usage Procedures
- Management of Office Facilities
- Details Regarding Timesheet Procedures for Weather Related Emergencies
- Incident Report Form
Maintaining security in the County Extension Office is crucial to insuring the safety of equipment and confidentiality of information. Restricting the number of keys in circulation is vital to this security. The following procedure will help:
- Issue keys to only those employees who must open and close the office.
- Set up a procedure for others (leaders, users of meeting rooms) to sign out keys and a
schedule for returning keys.
- Involve the County Extension Council in developing the policy concerning loaning keys.
- If possible, have meeting room separated by a locked door from the office area.
- Have the meeting room key different from the key(s) to the agents' offices and secretarial area.
- Limit the number of keys to 1 or 2 that are available to loan.
- Meeting room keys should be signed for with no exceptions.
- Do not check out a "master key" to anyone.
- One secretary should be designated to keep record of checked-out and returned keys.
- Keys should be left at a designated location in the office.
- If keys are not returned it may be necessary to change locks.
- Collect keys from employees as they leave employment. If the keys are not
returned, change the locks.
- Keys to the extension office can be stamped with instructions "Do Not Duplicate." Most
people who make keys will honor this instruction.
County Office/Support Staff Coordinator
Maintains a working knowledge of UK/HRS policies pertaining to leave (sick, vacation, FML). Serves as local county resource for hiring; counseling; and for conduct/performance issues for county staff. Assures performance appraisal(s) are conducted and returned to District Director as scheduled.
Secretary/Support Staff Supervision
- Takes lead, and involves other agents in secretary hiring, performance appraisal, counseling sessions, approval of time sheets and leave requests (may include coding travel/leave requests).
- Responsible for setting up hiring process and for completeness of hiring packets according to affirmative action guidelines.
- Take lead in preparing job descriptions, and assign duties if more than one secretary in office.
- Coordinates training and professional development for county secretaries.
- Responsible for leading others in the proper action and documentation of Affirmative Action files in the office.
- Takes lead in updating County Civil Rights Plan, map, and rosters.
- Prepares materials and makes arrangements as needed for County Program Reviews.
- Assures office portrays a professional image to the public.
- Takes the lead and works with other agents in hiring and supervising custodians and grounds maintenance personnel.
- Responsible for maintenance of office security, meeting room facilities, keys, proper signs and general office organization.
- Takes lead to see that physical maintenance and repairs are done.
- Responsible for supervising maintenance of files and publications.
Office Staff Conferences
- Schedule and call weekly County Office Conferences.
- Make an agenda and distribute it before meeting.
- Inform county staff of matters discussed at District Staff Meetings.
- Arrange for minutes to be sent to District Director.
County Fiscal Coordinator
Maintains a working knowledge of Kentucky Statutes pertaining to tax districts and budgets, and Cooperative Extension Service money handling policies.
- Work with District Board treasurer in keeping account of expenses and income of board.
- Responsible for timely action and submission of forms for board.
- Take lead in working with other agents and Extension District Board or Fiscal Court and the Extension Council in preparation of budget and in setting tax rates if applicable).
- Responsible for proper submission of budget worksheet, memorandum of agreement and schedule of disbursement, and county staff salary increases to the District office.
- Responsible for proper money handling procedures and for informing others of money handling procedures.
- Arrange for audit and financial reports as needed.
- Work with District Board chairmen in scheduling meetings and insuring proper notification of meetings.
- Take leadership in ordering office supplies and marketing items.
- Works with other staff in keeping inventory of supplies and works within budget support.
Office Petty Cash/Credit Card Management
- Responsible for accounting, security, and maintenance petty cash fund and county credit card.
- Ensures that funds balance.
- Is familiar with penalty mail regulations, making sure they are followed.
- Assures reports are maintained and are sent to Penalty Mail officer and to the District office as required.
- Ensures that mailing lists are up-to-date and purged annually.
- Arranges for stamps and shipping methods, as needed.
- Works with local postmaster, as needed.
Equipment and Inventory
- Takes lead in purchasing equipment, handling bidding process and maintenance of equipment, including office machines, furnishings,
and electronic equipment.
- Is familiar with computer programs in office. Ensures software is installed and working properly.
- Serves as office contact with District Extension IT Contact.
County Extension Council & Marketing Coordinator
Maintains a working knowledge of the Kentucky statutes and CES expectations for County Extension Councils; and college marketing standards.
County and State Extension Councils
- Takes lead with County Extension Councils.
- Works with Council officers on agenda, and notification of members.
- Ensures that Council regulations and by-laws are followed according to Kentucky Statutes and CES expectations; provides training for members.
- Contacts County Representatives to State Councils (if applicable) and facilitates representatives' attendance at State and/or Regional meetings serving as an advisor and providing support as needed.
Program Development & Reporting
- Takes lead in the development and timely submission of the following:
- County Plan-of-Work,
- Annual Report-to-the-People,
- Annual Accomplishment Report (Priority Indicators),
- Others, as requested.
- Maintains positive working relationship with local newspaper, radio and TV stations, if applicable.
- Works with media on special features and publications which involve the entire office.
- Takes lead in special programs to promote Extension office, i.e., displays, events.
- Completes information on legislator profile.
- Contacts leaders to work with legislators when called upon.
- Takes lead in county for recognition and attendance of local officials at functions to inform and/or recognize them.
Student Recruitment/College of Ag Alumni
- Serves as County Contact between U.K. College of Agriculture and local youth in providing information to local youth as potential students of the College of Agriculture, U.K. or as college-bound.
- Makes arrangements for County youth to be involved in tours of U.K. and other recruitment programs (college career days, etc.).
- Works with County Representatives of College of Agriculture Alumni. Notifies members of meetings (if required).
- Serves as an advisor to local volunteer serving as officer of organization.
Expectations of all Agents
- Program councils (AG, FCS, Homemaker, 4-H, CED)
- Maintain Extension programs during the absence of an agent or during a vacancy.
- Provide mutual support to co-workers.
- Be involved in Community & Economic Development programs.
- Assist new agents in learning about the county, people, & programs.
- Maintain communication and working relationship among staff.
- Supervise program assistants in respective program areas.
A written policy on use of the Extension office space, meeting room(s) and equipment is recommended. The County Extension Council should be directly involved determining the policies. The following questions need to be considered:
- Who may use the meeting room?
- Who is responsible for cleanup and trash disposal?
- What is the policy on food and food preparation?
- Who handles reservations?
- Who may have a key and when may the key be picked up and returned? Who is responsible for security?
- What is the policy on using audio visual and other equipment?
- Are there fees for use and are there conditions for the fees?
- Is there a usage deposit to be made and agreement to be signed when the key is picked up?
- Who may use the office equipment and office space?
- Is any equipment or furnishings allowed to be borrowed and leave the office and under what circumstance?
Management of the office facilities can be very time consuming for agents, especially with offices that are owned by the Extension District Boards. Prior to the decision to obtain better offices, agents and the County Extension Council need to discuss maintenance, use of the meeting room(s), security, cleaning, and setting up of equipment.
The more time agents spend managing the facility, the less time is available for programming. Determining the best system for managing the facility is influenced by the following:
- Size of the facility
- Volume of community use
- County budget
Some options that can be considered by the staff and the County Extension Council are:
- Hire part-time custodians or contract for custodians to be available during evening hours. Job descriptions can include setting up tables and chairs, setting up audio visual equipment, clean up after meetings, and providing security after office hours.
- Employ a facilities manager with duties to include some maintenance as well as the jobs listed above.
- An office manager/head secretary can be employed to provide overall management of the facility. The job description could include:
- Supervising secretaries
- Coordinating custodial work
- Office financial management
- Arrange for equipment repair and maintenance
- Ordering supplies
- Assisting users of the meeting room
If the county decides to hire a janitor or additional office help, the following are considerations to make:
- Develop a list of jobs that need to be done. All agents discuss what is needed to do a better job.
- Anyone employed must be on the University of Kentucky payroll unless they are contract labor.
- If the work is contracted, then the agency or individual doing the work must provide own supplies and provide own social security and other taxes.
- A written agreement should be made with any work that is contracted.
- Anyone employed, regardless of source of funds, must comply with U. K. employment policies and procedures.
- Besides janitorial work, additional office help may do specialized jobs such as running office machines, setting up for meetings, stuffing envelopes, collating materials, assembling handouts for meetings, kitchen clean-up, making coffee, delivery of materials, or handling secretary duties when secretary is on leave.
If county budgets do not permit hiring additional staff, other options can be considered:
- Charging fees for use of the meeting room will help offset expenses.
- Each group using the facility can be responsible for setup, arrangement, and clean up.
- Shared employment of staff with other agencies.
- Regular users of the facility might financially support a position.
To reflect the signage and to encompass the UK Cooperative Extension Service and KSU Cooperative Extension Programs the recommendation for answering the telephone is:
"Cooperative Extension, ____County Office, ____speaking.
The local Cooperative Extension Service office should be listed in the white and yellow pages of your local telephone book.
The listing should be "Cooperative Extension Service." This listing can be a separate listing, under County offices, or under Government Offices.
If your office is located in an area of the state that needs additional identity, the listing can be "Cooperative Extension Service, University of Kentucky."
If individual agent's titles or programs are used in the listing under Cooperative Extension Service, use the terminology of County Extension Agent for Agriculture and Natural Resources, County Extension Agent for 4-H/Youth Development, and County Extension Agent for Family and Consumer Sciences.
When advertising space is purchased for the yellow pages, use Cooperative Extension Service as the major emphasis and identify all four programs somewhere in the ad.