Office Associate

Position Function

The Office Associate position follows clearly detailed specific procedures in completing several clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file; could involve simple posting to individual accounts, opening mail, calculating and posting charges to departmental accounts, operating basic office equipment, computer programs.

Salary Grade: 09

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Department Profile

Throughout its history, Mississippi State University-Extension (MSU-Extension) has demonstrated a deep and abiding commitment to programs that directly impact young children and their families. In the past decade, MSU-Extension has distinguished itself as Mississippi’s premier infrastructural support of high-quality early childhood education.

Area of Specialization

MSU-Extension Head Start Programs - Hancock County

Anticipated Appointment Date

October 2025.

Essential Duties and Responsibilities

General Staff Responsibilities:

• Maintain confidentiality in regards to staff and family information.
• Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy.
• Perform any other work-related duties as requested by your supervisor.
• Be present at work in order to provide consistency of services.
• Be a contributory team member in a positive/productive manner.
• Demonstrate commitment to mission, values, and policies in the performance of daily duties.
• Participates in assigned meetings, events and training as required.
• Performs any and all other duties as assigned.

Supports accounting operations by collecting receipts, invoices, and statements from vendors and suppliers.

• Works with vendors and suppliers to ensure orders are correct and inventoried upon arrival.
• Enter the daily attendance into Shine Insight, print reports monthly for the vouchers and consecutive absent reports for the Family Advocates.
• Records daily & weekly attendance reports.
• Work closely with the Family Advocates and assist them by entering applications into Shine Insight, or any other information related to children’s information including follow up conversations/contacts with parents as they happen throughout the day.
• Assist parents with filling out applications and presenting them to the BOE if applicable.
• Assist with purchase requests of items needed for center and following chain of command for approval. Basic office help by answering phones, translating for teachers and parents, check mail daily and distribute accordingly, file documents into master binders and child files, greet parents when they come in and assist them when needed.
• Type up newsletter, flyers, translations of documents if applicable.
• Assists in other center duties as needed.

Immediate Supervisor:

• Center Operations Coordinator

Minimum Qualifications

Education: High School diploma or GED.

Experience: Two (2) years' experience directly related to the duties and responsibilities specified.

Substitution: An equivalent combination of related education and related experience may be considered for this position.

Licensures: Must have a valid driver’s license and reliable transportation.

Preferred Qualifications

Associate’s or Bachelor’s degree preferred.

Knowledge, Skills, and Abilities

• Ability to interact effectively with people from diverse backgrounds.
• Ability to communicate effectively, verbally and in writing.
• Demonstrated computer literacy skills, using MS Office applications and other basic data systems including internet navigation.
• Must be honest, dependable and able to meet deadlines.
• Self-motivated and able to work independently.

Working Conditions and Physical Effort

• Physical exam and background checks are required for this position.
• Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.
• Ability to sit most of the time with some bending and reaching.
• Ability to stand, walk, and bend periodically.
• Ability to engage in repetitive movement of wrists, hands, and fingers – typing and/or writing.
• Ability to work frequently at close visual range (i.e. preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading).
• Ability to receive and respond to oral communication.
• Ability to exert up to 50 pounds of force to lift, carry, push, pull, or otherwise move objects.

Instructions for Applying

Link to apply: http://explore.msujobs.msstate.edu/

All applicants MUST apply online at www.jobs.msstate.edu to be considered for this position.

The following documents and information are required for application:

• Cover Letter
• Resume
• Contact information for at least three professional references

Screening Date

September 20, 2025, until filled.

Restricted Clause

Position is contingent upon continued availability of funding.

Equal Employment Opportunity Statement

Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, (662) 325-5839.

What do I do if I need an accommodation?

In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) 325-3713 or ada@hrm.msstate.edu.

If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or ada@hrm.msstate.edu. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.