Administrative Assistant II

Classification Title:

Administrative Assistant II

Job Description:

Financial Duties:

Prepare and maintain accurate fiscal records and program reports.

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.

Handle check requests, online vendor payments, and program registrations.

Perform weekly deposits and maintain the county account.

Manage accounts 182 and 171, ensuring accuracy and compliance.

Coordinate fiscal aspects of federal, state, and county grants.

Prepare comprehensive budget reports for grants.

Monitor and maintain budgets related to state and county annual operating budgets.

Utilize UF Pcards for transactions, obtaining commodity codes and copying receipts.

Enter bank deposit details into the UF PeopleSoft system.

Approve PCard transactions.

Maintain organized files on Microsoft Teams.

Process invoices, vendor payments, and program registrations.

Prepare, update, and manage associated reports.

Initiate and complete facility work order requests.

Maintain and inventory all office assets correctly.

Oversee office supply and equipment purchasing.

Process invoices for payment.

Maintain accurate county and UF property records, coordinating yearly property inventory.

Follow building opening and closing procedures.

Manage county newsletter for effective dissemination of Extension program information.

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, Affirmative Action reports, 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.

I.T. 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.

Manage orders and supplies for all office equipment, including postage meters.

Efficiency in navigating and utilizing myUF MarketPlace.

Schedule and coordinate service calls for office equipment as needed.

Assist in payroll reporting as directed by the County Extension Director.

Travel to and from office is required to deposit checks and perform other duties at financial institutions.

Expected Salary:

$18-$20/hour, commensurate with experience

https://hr.ifas.ufl.edu/benefits/

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Valid Florida's Driver's License.