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

Performs other duties as assigned.

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

Knowledge of county and office policies and procedures.
Knowledge of modern office practices and procedures.
Knowledge of records management principles.
Knowledge of county budget management procedures.
Knowledge of computers and job related software programs.
Ability to operate a computer, eFax and office printer
Skill in analysis of problems and the development and implementation of solutions.
Ability to exercise sound judgement and determinations on behalf of others.
Ability to prioritize the demands of multiple responsibilities.
Skill in the preparation of timely, clear and precise administrative reports.
Skill in oral and written communication on a high professional level.
Skill in displaying professional demeanor.

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.

NORMAL WORK SCHEDULE:

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

Support established policies and respond promptly to new instructions, situations, methods and procedures.

Contacts are typically with co-workers, elected and appointed officials, educators, advisory committees, business leaders, vendors, partners, representatives of state (university)  program offices, and members of the general public and make appropriate use of formal versus information communications.

Maintain positive external relations.

Contacts are typically to provide services, to give or exchange information, or to resolve problems while making excellent impressions.

Contacts convey an impression which consistently reflects favorably upon the public relations of the organization.

Prepare and administer budgets as needed. Balance and maintain all Extension office funds, using approved systems and guidelines.

Maintain confidentiality of personnel and other data (Social Security numbers, for example)

CREATIVITY, STRATEGY AND LEADERSHIP: