Assisting with financial duties such as 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 from 182 and all other UF 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 and manage UF County PCard transactions. 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.
Prepare agenda items, resolutions, Civil Rights reports, county annual fiscal statement reports, strategic initiatives, performance measures, and other state, city, and county reports. Take minutes from monthly staff and agent and quarterly EOAC meetings. Type minutes and file appropriate correspondence. Assist with needs of office volunteers. Provides support for Master Gardener volunteers with marketing events, preparation of materials, assistance with the volunteer management system, and events.
Maintain office scheduling via Microsoft Outlook calendar.
Assist in educating citizens, organizations, and agencies about Extension services. Direct citizens (phone calls, walk-ins), organizations and agencies to appropriate agent/resources. Prepares yearly department budget. Tracks department expenditures and prepares budget amendments when necessary. 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.
Serve as direct contact for Martin 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), verify assets report annually, place orders for supplies, and schedule and coordinate service calls as needed. Coordinate and manage vehicle and building maintenance and repairs with the County. Order marketing materials, publications and program brochures. Notify custodial worker, when building maintenance and/or up-keep is needed.
Runs office errands for the department, social media posts for office, and performs other duties as assigned. Driving will be required for running errands.
Prepare and administer budgets as needed. Balance and maintain all Extension office funds, using approved systems and guidelines and PeopleSoft.
Maintain confidentiality of personnel and other data
Provides definite, positive assistance to correct organizational difficulties working harmoniously and effectively with office staff.