The financial duties of this position include but are not limited to: ordering supplies, preparing and maintaining fiscal records and program reports, scheduling and coordinating events, balancing accounts monthly/annually, processing and/or approving purchase requisitions, travel requests and expense reports, check requests, on-line vendor payments and program registrations.
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; and track expenditures appropriately
For Pcards: copy receipts from appropriate network drive and obtain commodity codes
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.
Coordinate van availability and ensure all safety issues and drivers are in compliance with County and state policies and procedures.
As needed, assist with obtaining vehicles for travel outside tri-county areas.
Work with custodial worker, to maintain supplies and upkeep of building, especially during heavy programming; building ready to receive the public at all time
Adhere to building opening and closing procedures.
Educate citizens, organizations, and agencies about Extension services. Then direct citizens, organizations and agencies to appropriate agent/resources.
Assist with Master Gardener, and Commercial Horticulture class registrations, payments and refunds as needed
Handle communication and administrative duties on behalf of County Extension Director as needed
Prepare agenda items, resolutions, Civil Rights 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.
Prepare marketing materials, update google calendar and social media posts
Collaborate with receptionist on social media posts and all communication analytics ( website, blogs, social media, etc.)
Update website as needed
Serve as direct contact for IT department for computers, polycom systems, website maintenance and self-help
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.
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, as needed.
Prepare weekly office calendar to ensure adequate front desk coverage. Display program announcements in public areas of the office.
Notify custodial worker, when building maintenance and/or up-keep is needed