Administrative Assistant II-Sumter County Extension

University of Florida•Sumter, SC

1d•$19 - $22

About The Position

Administrative Assistant II-Sumter County Extension Classification Title: Administrative Assistant II Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience. Job Description: Financial Duties: Maintain and inventory county and UF property records, including annual inventory. Schedule and coordinate events, ensuring smooth execution. Balance accounts on a monthly and annual basis. Process and approve purchase requisitions, travel requests, and expense reports. Process invoices, vendor payments, check requests, and program registrations. Manage accounts 179 and 171, ensuring accuracy and compliance. Coordinate fiscal aspects of federal, state, and county grants. Monitor, maintain, and prepare reports for grant, state, and county operating budgets. Maintain organized files on Microsoft Teams. Perform weekly deposits and enter deposit details into UF PeopleSoft while maintaining county accounts. Initiate and complete facility work order requests. Maintain and inventory all office assets correctly. Oversee purchasing and management of office supplies and equipment, including postage systems. Maintain accurate county and UF property records, coordinating yearly property inventory. Follow building opening and closing procedures. Proficiency in utilizing Concur and UF Go with demonstrated efficiency, ensuring seamless financial transactions and travel management. Budgeting and Reporting: Assist in preparing the yearly department budget. Track department expenditures and make budget amendments as necessary. Handle all financial aspects of the 4-H Association, including check requests, deposits, and sales tax reports. Generate monthly financial reports and upload them to Sumter County SharePoint. Assist with program class registrations, payments, and refunds as required. Support County Extension Director with communication and administrative tasks. Prepare agenda items, resolutions, and county annual fiscal statement reports. Prepare various state and county reports. Record minutes from bi-weekly huddles, advisory committee meetings, and stakeholder meetings. Manage office scheduling to ensure efficiency. IT and Administrative Support: Act as the primary contact for Sumter County and UF IT departments for computer hardware, social media, and website maintenance. Provide necessary support for meetings, including setup, registration, and technology assistance. Handle other assigned administrative duties related to meetings. Efficiency in navigating and utilizing myUFmarketplace. Schedule and coordinate service calls for office equipment as needed. Assist in payroll reporting as directed by the County Extension Director. Driving to and from office is required to deposit checks and perform other duties at financial institutions. Provide assistance when needed as directed by the County Extension Director. SUPERVISION Received: The County Extension Director provides work assignments using general instructions on a daily basis. The supervisor then assesses completed tasks to ensure they align with established procedures, accuracy standards, and desired outcomes. Progress check-ins occur on a semi-annual basis to review achievements and address any issues that may arise. Additionally, bi-weekly administrative meetings are conducted to facilitate discussions and coordinate efforts on pertinent matters. Exercised: None. NORMAL WORK SCHEDULE 8:00 to 5:00 with a 1 hour lunch M-F. REQUIRED LICENSES, CERTIFICATIONS, AND OTHER SPECIFIC REQUIREMENTS OF LAW. Must possess and maintain a valid Florida Driver’s License with a good driving record as defined by current insurance carrier. COMMUNICATION Interactions primarily involve engaging with colleagues, elected and appointed officials, educators, advisory committees, business leaders, vendors, partners, representatives from state (university) program offices, and the general public. It is essential to uphold positive external relationships and effectively utilize both formal and informal modes of communication. These interactions often revolve around delivering services, sharing or exchanging information, and resolving issues, all while leaving a strong and positive impression. MONETARY RESPONSIBILITY. Prepare and administer budgets as needed. Balance and maintain all Extension office funds, using approved systems and guidelines STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA. Maintain confidentiality of personnel data and records CREATIVITY, STRATEGY AND LEADERSHIP. Offers clear and constructive aid to address organizational challenges, fostering a collaborative and efficient working dynamic with office personnel.

Requirements

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Must possess and maintain a valid Florida Driver’s License with a good driving record as defined by current insurance carrier.

Nice To Haves

Proven experience in administrative support, preferably in an educational or organizational setting.
Strong proficiency in Microsoft Excel and other relevant office software.
Demonstrated experience in financial management, including budget preparation, monitoring, and reporting.
Excellent organizational skills and the ability to manage multiple tasks with attention to detail.
Effective communication skills, both written and verbal, with the ability to interact professionally with a variety of individuals.
Strong interpersonal skills and the ability to collaborate within a team-oriented environment.
Adaptability to handle changing priorities and work independently to solve challenges.
Professional demeanor and a customer-centric approach when interacting with office visitors and stakeholders.

Responsibilities

Maintain and inventory county and UF property records, including annual inventory.
Schedule and coordinate events, ensuring smooth execution.
Balance accounts on a monthly and annual basis.
Process and approve purchase requisitions, travel requests, and expense reports.
Process invoices, vendor payments, check requests, and program registrations.
Manage accounts 179 and 171, ensuring accuracy and compliance.
Coordinate fiscal aspects of federal, state, and county grants.
Monitor, maintain, and prepare reports for grant, state, and county operating budgets.
Maintain organized files on Microsoft Teams.
Perform weekly deposits and enter deposit details into UF PeopleSoft while maintaining county accounts.
Initiate and complete facility work order requests.
Maintain and inventory all office assets correctly.
Oversee purchasing and management of office supplies and equipment, including postage systems.
Maintain accurate county and UF property records, coordinating yearly property inventory.
Follow building opening and closing procedures.
Proficiency in utilizing Concur and UF Go with demonstrated efficiency, ensuring seamless financial transactions and travel management.
Assist in preparing the yearly department budget.
Track department expenditures and make budget amendments as necessary.
Handle all financial aspects of the 4-H Association, including check requests, deposits, and sales tax reports.
Generate monthly financial reports and upload them to Sumter County SharePoint.
Assist with program class registrations, payments, and refunds as required.
Support County Extension Director with communication and administrative tasks.
Prepare agenda items, resolutions, and county annual fiscal statement reports.
Prepare various state and county reports.
Record minutes from bi-weekly huddles, advisory committee meetings, and stakeholder meetings.
Manage office scheduling to ensure efficiency.
Act as the primary contact for Sumter County and UF IT departments for computer hardware, social media, and website maintenance.
Provide necessary support for meetings, including setup, registration, and technology assistance.
Handle other assigned administrative duties related to meetings.
Efficiency in navigating and utilizing myUFmarketplace.
Schedule and coordinate service calls for office equipment as needed.
Assist in payroll reporting as directed by the County Extension Director.
Driving to and from office is required to deposit checks and perform other duties at financial institutions.
Provide assistance when needed as directed by the County Extension Director.
Prepare and administer budgets as needed.
Balance and maintain all Extension office funds, using approved systems and guidelines
Maintain confidentiality of personnel data and records
Offers clear and constructive aid to address organizational challenges, fostering a collaborative and efficient working dynamic with office personnel.