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Administrative Support Specialist II - University Extension

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Administrative Support Specialist II - University Extension

Salary

$20.30 - $22.03 Hourly

Location

Naples, FL

Job Type

Full Time, Regular

Job Number

08831

Department

Public Services Department

Division

University Extension Services

Opening Date

06/28/2024

Closing Date

7/4/2024 11:59 PM Eastern

• Description

• Benefits

• Questions

Job Summary

Provides administrative and operational support to the University Extension Services Division.

Essential Functions

• Performs various responsible administrative and operational duties to support the University Extension Services (UES) division (UF/IFAS Extension Collier County).

• Including UES division budget processes, purchasing using Procurement procedures, payroll duties, and accountability functions of expenditures, revenues, inventory, etc.

• Prepares and reviews procurement documents.

• Oversees and performs data entry/requests for procurement functions.

• Obtains competitive bids for Division projects.

• Reviews and approves invoices and processes for payment.

• Assists Division director with p-card management and timely submission of invoices for both agencies.

• Understands UES division payroll processes, entering payroll when other administrative personnel are not available or approving completed payroll when the UES division director is not available.

• Conducts audits of payroll reporting implementation.

• Prepares and submits bank deposit documents and maintains cumulative revenue spreadsheets for the UES division director review and budget preparation.

• Establishes and maintains UES division personnel files/contact information including facilitating Informational Technology applications and training requirements for all UES employees.

• Assists with onboarding and offboarding checklists and processes.

• Serves as liaison between the UES division and support services departments.

• Reviews and/or prepares executive summaries, resolutions, requests for legal services, facilities work requests, and other documents/services.

• Prepares operational and program reports, correspondence, meeting minutes, and other material/documents upon request of the UES division director.

• UES division database entry and maintenance to include information from administrative functions and operational/program activities.

• Reviews and summarizes a variety of fiscal, statistical, and administrative information. Prepares statistical summaries, spreadsheets, and narrative reports.

• Establishes, organizes, and maintains electronic and manual records keeping them up-to-date and audit-ready.

• Provides excellent customer service, assistance, and information to internal and external stakeholders regarding the UES division, its educational programs/events/services, and administrative support functions.

• Refers callers/visitors to the appropriate program agent or administrative staff.

• Contributes to a positive, clean, safe working environment and a positive culture where all are treated with respect and support one another to fulfill the cooperative missions of Collier County Government and UF/IFAS Extension.

• Orders supplies; makes travel arrangements and reservations; maintains event, meeting rooms, and vehicle calendars; and maintains meeting and appointment calendars for the UES division director.

• Performs special projects, and event support, and supports the UES division director with the completion of other related duties as assigned with a positive attitude.

Minimum Qualifications

• High School Diploma or GED.

• Two (2) years of related experience.

• Fingerprinting required.

Supplemental information

• Essential Employees may be required to work during an undeclared or declared emergency. The County’s Administrative Office will determine who will be required to work on an incident-by-incident basis.

• This job posting is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position.