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Administrative Support Assistant I

University of Florida

Administrative Support Assistant I

Job No: 525966
Work Type: Staff Full-Time
Location: Leon
Categories: Veteran's Preference Eligible, Agriculture Operations
Department: 60351037 - AG-LEON

Job Description

Classification Title:

Administrative Support AST I

Job Description:

Initiates and maintains filing systems for correspondence, reports, news columns, publications, pesticide applicator testing, soils lab, pathology lab, and hematology lab reports. Serves as office receptionist: greets, announces, and routes visitors. Receives, screens, and routes telephone calls according to specified procedure. Answers routine questions without routing. Maintains records as required for county and University of Florida reports. Compiles and maintains directories with name, address and business of all clientele. Maintains current office supply inventory and orders when required. Operates office equipment such as computers, postage machine, copier, fax, printer and scanner.

Relieves Agents from Administrative detail and office management. Responsible for assisting Agents and Master Gardener Volunteers with incoming calls, visiting clientele, internet research, drafting correspondence, newsletters, agendas, minutes, program event applications, brochures and membership applications for volunteers, on a daily basis. Administers various examinations to professionals for Certification purposes. Tracks data for reporting.

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.

Provides program support by creating and maintaining clientele databases with updates as necessary. Maintains and updates Extension websites. Design forms and recordkeeping systems for program support. Orders program materials and handles program registration fees and other payments. Assist with 4-H summer programs and workshops.

Performs other duties as assigned.

The supervisor assigns work in terms of detailed instructions. The supervisor spot-checks progress or completed work for compliance with procedures, accuracy, and the nature and propriety of the final results. Assigned work includes supervision of receptionist and summer youth employees when present.


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.


Contacts are typically with IFAS employees, elected and appointed officials, vendors, and members of the general public. Contacts are typically to provide services or to give or exchange information.

Collects money from over-the-counter sales and community garden rentals.

Expected Salary:

$16-$17.50/hour, commensurate with experience

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

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 purposes to travel to Leon County Administration, IFAS Gainesville, stores to buy necessary materials and supplies and other duties assigned.

Preferred Qualifications:

Knowledge of county and UF/IFAS office policies and procedures.
Knowledge of modern office practices and procedures.
Knowledge of records management principles.
Knowledge of UF/IFAS budget management procedures.
Knowledge of county budget management procedures.
Knowledge of computers and job related software programs.
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 and written communication.

Applicant should be proficient in Word & Excel and enjoy working with the public.

Special Instructions to Applicants:

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

This position is based at the Leon County Extension Office in Tallahassee, FL.

The University of Florida is an equal opportunity/affirmative action employer and is committed to increasing the diversity of its faculty & staff. We welcome nominations of and applications from anyone who would bring additional dimensions to the university's research, teaching and clinical mission, including women, members of minority groups, protected veterans and individuals with disabilities.

Applicant should be proficient in Word & Excel and enjoy working with the public.

Employee should demonstrate a commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.

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.

This is a time-limited position.

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

Health Assessment Required:

Applications Close: 05 Apr 2023

To apply, visit

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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