Administrative Support AST II

Apply now Job no: 507911
Work type: Staff Full-Time
Location: Hernando
Categories: Office/Clerical
Department:60353027 - AG-HERNANDO

Classification Title:

Admin Supp Asst II

Job Description:

The financial duties of this position include, but are not limited to, preparing and maintaining fiscal records and program reports, scheduling and coordinating events and balancing accounts monthly/annually. Processing and/or approving purchase requisitions, travel requests and expense reports, check requests, on-line vendor payments and program registrations.

Weekly deposits to UF account, maintains shadow account, 182 and 171 accounts.

Coordinate fiscal aspect of federal, state and county grants and prepare budget reports

Maintain and monitor budgets related to state and county annual operating budgets. Track expenditures appropriately

Utilize UF and County Pcards. Copy receipts from appropriate network and obtain commodity codes for each transaction

Enter bank deposit information in UF PeopleSoft system

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.

Handles purchasing of all office supplies, operating supplies and office equipment.  Processes invoices for payment.  Keeps current all additions and deletions to county property records and coordinates yearly property inventory.

Adhere to building opening and closing procedures.

Maintains specialized program email lists for disseminating Extension program information.

Educate citizens, organizations, and agencies about Extension services.  Direct citizens, organizations and agencies to appropriate agent/resources.

Prepares yearly department budget. Tracks department expenditures and prepares budget amendments when necessary. 

Handles all financial aspects of 4-H Association including check requests, deposits, bi-annual sales tax report.  Prepares monthly financial report using financial software.

Assist with program 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.

Assist with time approval and travel approval for Extension Agents

Maintain office scheduling via Microsoft Outlook

Serve as direct contact for Hernando County and UF IT department for computers, social media, and website maintenance and self-help

Provide support to meetings as needed including set-up, registration, technology and other duties as assigned.

For all office equipment (including postage meters) place orders for supplies, and schedule and coordinate service calls as needed

Order marketing materials, publications and program brochures.

Notify custodial worker, when building maintenance and/or up-keep is needed

Runs errands for the department and performs other duties as assigned 

Monday-Friday, 8:00 AM to 5:00 PM, with an hour lunch break

Advertised Salary:

$13-14/hr

Minimum Requirements:
  • Graduation from an accredited high school or possession of an acceptable equivalency diploma. Four years of relevant experience.
  • Valid Florida driver's license with a good driving record as defined by current insurance carrier.
Preferred Qualifications:
  • Knowledge of UF/IFAS Extension, its policies, procedures and practices.
  • Knowledge of computer software: Microsoft Office, including Word, Excel and PowerPoint & Publisher, QuickBooks 2000, Print Shop, (e-mail) Outlook.
  • Knowledge of Hernando County Government, its policies, procedures and practices.
  • Knowledge of the University of Florida departments, their structure and faculty.
  • Knowledge of business English, spelling and punctuation.
  • Knowledge of mathematics and financial software.
  • Knowledge of proper business telephone techniques and etiquette.
  • Ability to establish and maintain effective working relationships with other employees, volunteers and the public.
  • Knowledge of the University of Florida PeopleSoft system.
  • Knowledge of the Finance Plus system.
  • Ability to communicate effectively with the public, Extension volunteers, county staff, UF/IFAS faculty members, and co-workers, using speaking, hearing and visual skills.
Special Instructions to Applicants:

Ability to obtain a Notary Public commission.  

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.

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.

Health Assessment Required: No

 

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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