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Administrative Specialist

4 months ago

Sarasota, United States Sarasota County Full time

Department:

UF IFAS Extension & Sustainability

Start Here. Grow Here. Stay Here.

Start Here. Grow Here. Stay Here.
As the Administrative Specialist for UF/IFAS Extension and Sustainability you will serve as primary internal and external customer service contact. In this role you will oversee and manage the administrative processes, coordinate facility maintenance, and cash handling. Coordinate purchasing, supplies, and scheduling/events for Extension. Sarasota County employees who work for UF/IFAS Extension Sarasota County may be responsible for implementation of programs administered by the University of Florida, in compliance with the Memorandum of Understanding between the University of Florida and Sarasota County.

Customer Service (reception and cashiering)

  • Serve as primary customer service contact for Extension public programs; assist the public with questions and information regarding our programs, event registration process, and more.
  • Ensure the lobby is always stocked with most up to date brochures and handouts in an organized way.
  • Process customer cash, check, & credit card transactions.

Administrative Support and Coordination

  • Provide direct administrative support to County Extension Director and coordinate administrative support for other Extension team members as needed, including oversight of correspondence, leave, travel, scheduling meetings, taking phone calls, preparing, and transmitting documents, and general office functions.
  • Assist in training others in administrative processes.
  • Oversee the general office on-boarding and orientation process for new staff.
  • Develop and improve routine work processes and policies and implement process improvements.
  • Prepare and update reports for UF and Sarasota County, including civil rights reports.
  • Prepare, proofread, compile, and log documents, and electronic information for record-keeping and communications purposes, including meeting agendas/minutes, inventory records, personnel records, contract and financial records, and event planning correspondence.
  • Serve as department lead for record management and retention, asset inventory, EIT liaison, and others as assigned.
  • Process purchasing card transactions for office.
  • Plan for, communicate, take minutes of, and facilitate follow up for monthly staff meetings.


Office and Reservation Management

  • Manage physical and electronic resources of office.
  • Oversee maintenance and resolution of issues related to facilities, vehicles, and equipment for Extension office and staff, including working with General Services, Information Technology, Parks, Recreation, and Natural Resources, and other units as required.
  • Manage room and vehicle reservations for Extension team, and use of office and storage space.
  • Order and manage equipment and office supplies for office and various programming.

Subject to Level II Fingerprinting

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

About You

To thrive in this position, you must have-

  • A High School Diploma or equivalent education (GED).
  • -OR- Two (2) or more years business-related clerical experience or exposure.
  • Possess an aptitude and willingness to learn.

About Everything Else

Starting Pay Range: $19.66 - 20.00 based on experience.

Our interview process could include phone interview(s), Microsoft Teams video interview(s), and/or in-person interview(s).

If you are selected to join our team, you will need to present the following items on your first day:

1. I-9 Acceptable Documents to show your identity and authorization to work. Use this link to learn more and review the different document options:

  • If your position requires a Florida Driver’s License, this must be one of your documents. (Your Florida Driver’s License can serve as one of your documents listed in link above – List B Documents.)  

2. U.S. Social Security Card (signed, physical card). This is a requirement of our Payroll Department and failure to provide this document could jeopardize timely compensation. (Your U.S. Social Security Card can serve as one of your documents listed in link above – List C Documents.)  

Benefits:

  • Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more Choose one of three great medical plans, including one with a $0 premium option, with completed preventative visits
  • For more information about employee benefits, please for additional information.
  • Utilize our award-winning wellness program including free gyms at multiple Sarasota County Government locations. 
  • Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year)​​