Administrative Specialist I

University of Florida; Highlands (KY); On-site; USD 30,000 - 35,000; Full time

Job summary

University of Florida Highlands County Extension hires an Administrative Spec I to handle a broad range of financial and clerical duties, including ordering supplies, maintaining fiscal records, and reconciling transactions. The role coordinates events, balances accounts, and manages travel and payments in support of UF/IFAS programs.

The position requires a Bachelor’s degree or equivalent experience, a Florida driver’s license, and strong skills in office administration, budgeting, and records

Qualifications

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Must possess and maintain a valid Florida driver’s license.
• Experience with budget management and records keeping preferred.

Responsibilities

• Order supplies and maintain fiscal records and program reports.
• Reconcile Pcard transactions and schedule events.
• Balance accounts and monitor state and county programs monthly/annually.
• Process requisitions, travel requests, and payments; prepare reports.
• Coordinate service contracts, inventories, and vendor payments as needed.
• Serve as liaison between Highlands County and UF; provide office support.

Skills

Office administration

Budget management

Records management

Microsoft Office

Communication

Problem solving

Time management

Vendor management

Driving

Education

Bachelor’s degree

Tools

Microsoft Office

Excel

Word

Outlook

Job description

Classification Minimum Requirements

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

Classification Title

Administrative Spec I

Classification Minimum Requirements

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

Job Description

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. 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 Affimative 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 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.

SUPERVISION

Received: 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. Exercised: None.

NORMAL WORK SCHEDULE

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.

Required Licenses, Certifications, and other Specific Requirements of Law

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.

Communication

Contacts are typically with co-workers, elected and appointed officials, educators, business leaders, vendors, representatives of state program offices, and members of the public. Contacts are typically to provide services, to give or exchange information, or to resolve problems.

Monetary Responsibility

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

Expected Salary

$22.03-$25.38/hour commensurate with education and experience.

Required Qualifications

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

Preferred

• 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