Administrative Assistant I- St John’s County

Classification Title: Administrative Assistant I Job Duties:

We are seeking an organized and detail-oriented Admin Assistant to provide administrative support to the Office Manager and Extension Office staff. This position provides general administrative and/or clerical support for the Extension Services Department operations. Key responsibilities include greeting visitors, assisting with office operations, maintaining the County Extension calendar and website, and performing various administrative tasks to ensure a smooth and productive workflow. This position serves as an assistant to the Office Manager.

This position serves as an assistant to the Office Manager.

Greets, announces, and routes visitors. Receives, screens, and routes telephone calls, according to specified procedure. 

Educates citizens, organizations, and agencies about Extension services. Then directs citizens, organizations, and agencies to appropriate agent/resources.

Responsible for opening and closing office.

Operates office equipment such as computers, postage machine, copier, fax printer and scanner.

Maintains office calendar on website, prepares monthly calendar of events and assists the CED in preparing quarterly reports.

Provides support to meetings as needed, including set-up, registration, technology, and other duties as assigned.

Provides assistance to faculty and staff with the day-to-day activities of the St. Johns County Extension Office.

Receives and handles funds for program registration and executes necessary documents for backup information such as receipts and accounting records.

Keeps office supplies stocked and notifies office manager when supplies need to be ordered.

These duties are expected to be done in an efficient and professional manner while applying all applicable university policies and procedures. 

May assist in outside activities as deemed necessary by supervisor.

Records, distributes, and returns keys for buildings and vehicles.

Responsible for maintaining/updating the County Extension website in conjunction with IT Specialists. 

Will maintain the St. Johns County Civil Rights files according to UF policies.

Responsible for taking minutes at the SJC staff meetings.

Prepares outgoing and incoming mail and packages, assists in coordinating and reserving facilities and auditorium rental, and distributes keys and equipment.

MARGINAL FUNCTIONS OF THE JOB AND THE PERCENTAGE OF TIME SPENT ON EACH FUNCTION

Performs other related duties as assigned by the Office Manager or CED required to ensure a smooth, productive flow of business.

SUPERVISION

RECEIVED: The County Extension Director and Admin Spec I/ Office manager assign work in terms of detailed instructions, spot-checks progress, or completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

EXCERCISED: This position has no one reporting to them.

NORMAL WORK SCHEDULE

8:30 to 5:00, lunch from 12 PM to 12:30 PM. M-F.

COMMUNICATION

Contacts are typically with IFAS employees, elected and appointed officials, vendors, and members of the general public.

Contacts are typically to provide services or to give or exchange information.

MONETARY RESPONSIBILITY.

Collects money from registration fees and community garden rentals.

Expected Salary:

15.81-16.84 commensurate with experience.

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications:

Knowledge of IFAS policies and procedures.

Knowledge of modern office practices and procedures.

Knowledge of records management principles.

Knowledge of basic customer service practices.

Knowledge of computers and job-related software programs.

Skill in oral and written communication.

Ability to operate a computer.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

This is a time limited position. 

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No

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