Administrative Specialist I

Job no: 514613
Work type: Staff Full-Time
Location: De Soto
Categories: Business/Accounting/Finance, Office/Clerical
Department:60354014 - AG-DESOTO

Classification Title:

Administrative Specialist I

Job Description:

- Manages the day-to-day administrative needs of the Desoto County Extension Office including financial, personnel, payroll, and purchasing activities. Recommends and implements operating policies in terms of scheduling workflow, equipment, and materials needed. Serves as a liaison for the Director with faculty and staff. Incumbent practices and fosters team spirit and positive productive relations with colleagues at the Desoto County Extension Office and the University of Florida. Manages budgets, including salary, expense, operating capital, helping prepare budget information and reports, and coordinating with the Director for financial and personnel needs.
Promote events with electronic mailings, Facebook, website advertisement. Coordinates all advertising and or public relations; prepares and distributes media releases and public relations materials. Electronic mailings, Facebook, website advertisement.

- Enters bank deposit information in UF PeopleSoft system – 182 and 171 Accounts.
Formulating and inputting budget requests and purchase orders. Coding and submitting invoices, tracking expenditures, and maintaining budget records. Balances and maintains bank accounts. Directs the maintenance of buildings and facilities; coordinates facility rentals; monitors usage. Prepare travel authorizations and expense reimbursements for Desoto County Extension faculty and staff, making travel arrangements as needed. Works closely with IFAS Human Resources for all personnel needs. Serve as a procurement card reconciler and approver, including the collection of receipts and backup documentation.
Assists in the preparation of correspondence, email, performing other administrative and secretarial duties as needed for the CED.

- Assists with hiring process, scheduling interviews and providing general onboarding support as needed.
Serves as direct contact for IT department for computers, virtual conference systems, website maintenance and self-help.
- Keeps faculty and staff up to date of IFAS procedures and policies. 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. For purpose to travel to UF/IFAS and Gainesville vicinity, and to stores to buy necessary materials and supplies and other duties assigned.
- Coordinates fiscal aspects of federal, state and county grants and prepares budget reports.
- Maintains and monitors budgets related to state and county annual operating budgets; tracks expenditures appropriately.
- Prepares agenda items, resolutions, Affirmation Action reports, county annual fiscal statements report, strategic initiatives, performance measures, and other state and county reports.
- Prepares weekly office calendar to ensure adequate front desk coverage. Displays program announcements in public areas of the office. Coordinates and/or oversees the coordination of various types of programs and or special events. - - Handles all logistical aspects of events and programs such as communications. Collect and track registrations by Eventbrite and mail/walk-ins. Then direct citizens, organizations and agencies to appropriate agent/resources.
- Assist with Residential and Commercial class registrations, payments and refunds as needed.
- Handle communication and administrative duties on behalf of County Extension Director as needed.
Prepare agenda items, resolutions, Affirmation Action reports, county annual fiscal statement reports, strategic initiatives, performance measures, and other state and county reports. Take minutes from monthly staff and agent and quarterly EOAC meetings. Type minutes and file appropriate correspondence.
Maintain leave calendar and assist with time approval
Assist with hiring process, scheduling interviews and provide general onboarding support as needed.

- Pesticide license information and testing – assist persons in obtaining licenses needed under 482-487. File quarterly reports and keep records for other reports. Advises pesticide applicants which study books are required and which exams are needed for the type of work being performed using pesticides. Schedules training for agents. Reserves meeting room, schedules time, sets up necessary equipment and prepares class material. Administers pesticide applicator examinations. Registers participants for workshop sessions. Prepares continuing education unit certifications and processes all fees involved. Collect data and prepare reports.

Supervision:

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

Typical Work Schedule:

8:00 to 4:30 with a 30-minute lunch M-F

Responsible for taking minutes at staff meetings

Performs other duties as assigned by CED.

Expected Salary:

$16.19 - $17.09 hourly

Minimum Requirements:

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

Valid Florida driver license

Preferred Qualifications:

Knowledge of county and UF/IFAS office policies and procedures.
Knowledge of modern office practice and procedures.
Knowledge of public records management principles.
Knowledge of UF/IFAS budget management procedures.
Knowledge of county budget management procedures.
Knowledge of computers and job-related software programs
Skills in analysis of problems and the development and implementation of solutions.
Skills in the preparation of timely, clear and precise administrative reports.
Skills in oral and written communication on a high professional level.
Skills in displaying professional demeanor.
Ability to prioritize and demands of multiple responsibilities.

Special Instructions to Applicants:

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Advertised: 16 Sep 2020 Eastern Daylight Time
Applications close: 30 Sep 2020 Eastern Daylight Time