Administrative Specialist

Job no: 541252

Work type: Staff Full-Time

Location: Highlands

Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Agriculture Operations

Department:  - AG-HIGHLANDS

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

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 Pay Pal transfers. 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.

Acts as backup with 4-H related fees and programming. Handle Master Gardener & Soil Sample payments. Coordinates soil sample interaction with UF campus in Gainesville.

Coordinate van availability and ensure all safety issues and drivers comply with County and state policies and procedures. Maintain service records on county and state vehicles and schedule maintenance appointments as needed. Driving is an essential component of this position to assist agents with program delivery.

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 all areas. Handle communication and administrative duties on behalf of County Extension Director. Prepare Aff… 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 state and federally mandated 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.

Performs other duties as assigned.

Received:
The County Extension Director assigns work in terms of general…