Extension Services Office Coordinator

Provides administrative, operational, and customer service support to ensure the smooth functioning of office activities through coordinating day-to-day office operations, office processes, and Extension clientele needs.

• Provides excellent customer service to clients via telephone, email, in-person, and social media inquiries.
• Serves as the first point of contact for clients, providing information and connecting them with others.
• Prepares correspondence, reports, agendas, meeting minutes, presentations, documents, and materials.
• Manages calendars, schedules meetings, and manages office-use communications.
• Assists in the purchase of office equipment, supplies, and other materials.
• Assists with entry travel authorizations and travel reconciliation.
• Manages mileage documents, maintenance, and service of county vehicles.
• Trains UF/IFAS Okaloosa County volunteers on customer support for temporary front desk assistance.
• Manages incoming and outgoing mail, postage system, courier deliveries, and facsimile transmissions.
• Completes updates and maintenance of UF/IFAS Okaloosa County Extension websites and social media platforms.
• Serves as the record liaison for Extension Services; maintains accurate office filing systems and office management databases.
• Contributes to Extension Services’ marketing and promotion, including organizing office materials and displays.
• Back-up financial support for all accounts, Okaloosa County payroll, and UF banking.
• Reviews office operations to improve efficiency, maximizing resources, and accuracy in task performance.
• Analyzes and compiles office data for assimilation into reports for the Extension Services Director.
• Maintains UF/IFAS data management systems.
• Communicates daily with the UF/IFAS Okaloosa Extension Services team.
• Supports UF/IFAS Okaloosa County Extension Services staffing of buildings during business hours.
• Performs other duties as assigned.

High school diploma or GED supplemented by a minimum of two (2) years of experience in administrative or business office roles; or an equivalent combination of education, training and experience which provides the required knowledge, skills and abilities. Proficiency with Microsoft Office 365 and project management systems is required. Direct working experience with website and social media maintenance is preferred. Licenses and/or

Certifications:

Requires a valid driver license

Requires the ability to effectively operate modern office equipment, to include, copy/fax machines, and any related peripherals. Must be able to exert 20 to 50 pounds of force occasionally, or 10 to 25 pounds of force frequently, or a negligible amount constantly to lift, carry, push, pull, or otherwise move objects. Requires periodic walking and standing, with occasional bending and stooping.

Physical demands are essentially those of sedentary work.

Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Must be able to read and interpret a variety of moderately complex technical data, policy and procedure manuals, codes, professional journals. Requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation.

Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages used within the parameters of the job and with a broad array of individuals from various professional backgrounds.

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.

Must be able to add, subtract, multiply and divide; to determine weight; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion.

Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads, or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.