Administrative Spec I

The financial duties of this position include, but are not limited to, ordering supplies, preparing and maintaining fiscal records and program reports, reconciling Pcard transactions, scheduling and coordinating events, balancing accounts monthly/annually, monitor state programming accounts, processing and/or approving purchase requisitions, managing travel requests, travel authorizations and expense reports, check requests, on-line vendor payments, program registrations, and paypal transfers.
Assist as backup with 4-H related fees. Handle Master Gardener & Soil Sample payments. Coordinate Soil Sample interaction with UF campus in Gainesville. Responsible for making deposits and maintaining related records.

Process check requests, invoices, vendor payments, and program registrations. Prepare and maintain associated reports. Initiate and complete work order requests for facilities. Maintain inventory records, including office supplies, equipment, and other materials. Coordinate all service contract renewals. As needed, assist with budgetary information, as a liaison between Highlands County and UF.
Coordinate van availability and ensure all safety issues and drivers comply with County and state policies and procedures. Maintain service records on county vehicle and schedule maintenance appointments as needed.

Educate citizens, organizations, and agencies about Extension services. Direct citizens, organizations and agencies to appropriate agent/resources. As needed, provide tours of the Extension office, in areas of Citrus and Livestock. Handle communication and administrative duties, on behalf of County Extension Director. Act as the back-up Pesticide Proctor, as needed. Prepare Affirmative Action reports, county and state annual fiscal statement reports, strategic initiatives, performance measures, and other state and county reports. Process Master Gardener Volunteers’ Screening & Background information.
Prepare agendas and complete meeting minutes and correspondence for staff meetings, advisory groups and other meetings. Coordinate fiscal aspect of federal, state and county grants and prepare budget reports. Create publications, displays, and marketing materials using a variety of software applications, as directed by County Extension Director. Maintain all Affirmative Action files, EEO files and manage all Records Retention, following proper UF retention timeline guidelines. Coordinate bi-weekly, Time & Labor transactions.

Update and maintain programs and events on internal calendar, Highlands County website and social media. Prepare advertising and marketing materials as directed. Point of contact for Webmaster duties. Distribute event information. Serve as direct contact for District IT staff for computers and video conference systems for maintenance and repair. Coordinate and schedule meeting room availability with staff, county, state and outside agencies to ensure the meetings are with the county and state policies and procedures. Provide support to meetings as needed including set-up, registration, technology and other duties as assigned.

Work as a team with administrative and program assistants to provide office administrative support including maintaining appropriate staffing and office coverage. This includes, but not limited to, answering the phone and responding to customer requests. Direct customer inquiries to the appropriate faculty, staff and/or volunteers.

Bachelor's degree; or an equivalent combination of education and relevant experience.

Knowledge of county and UF/IFAS office policies & procedures and Departmental rules & regulations.
Knowledge of modern office practices and procedures.
Knowledge of records management principles.
Knowledge of UF/IFAS budget management procedures.
Knowledge of computers and job related software programs, spreadsheet & administrative work.
Skill in analysis of problems and the development and implementation of solutions.
Skill in the preparation of clear and precise administrative reports.
Skill in oral & written communication, business English, spelling & punctuation Ability to maintain effective working relationships with co-workers, supervisors, managers, directors, vendors, the general public and elected officials, if necessary

The County Extension Director assigns work in terms of general instructions. The supervisor stop-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results

Office hours are 8:00 to 5:00 with an hour lunch, M-F. Schedule may be subject to change as needed for office coverage.

Must possess and maintain a valid Florida driver’s license and any other endorsements necessary to legally operate vehicles used while assigned to this position.

Balances and maintains bank and program department accounts. Helps collect 4-H related fees, when the 4-H Extension Program Assistant is not available.