Administrative Specialist

ILLUSTRATIVE DUTIES

Administrative Support and Communication

• Administer and maintain the Florida 4-H Online system as a primary administrative function, including youth and volunteer enrollment, volunteer approvals, screening status tracking, event registration support, and other tasks in accordance with program requirements.
• Serve as the primary point of contact for administrative inquiries related to enrollment, registration, and system access, including responding to phone calls and emails from volunteers, families, and the public.
• Respond to volunteer inquiries related to club financial processes and bookkeeping procedures, providing accurate information and guidance within established policies.
• Manage incoming and outgoing office communications, including phone calls, mail, email, and internal correspondence.
• Handle confidential and sensitive information with discretion and in accordance with County, University (UF/IFAS), and Florida 4-H policies and guidance.

Document and Record Management

• Maintain the 4-H Online system, including youth and volunteer enrollment, volunteer screenings, event management and registration, and related program records.
• Maintain records for 4-H volunteer screenings in accordance with County, UF/IFAS, and Florida 4-H policies and procedures.
• Maintain departmental records, logs, and files in a systematically organized, and secure manner, including both digital and physical records.
• Prepare and maintain program and financial reports, forms, and documentation to support program operations, compliance, and reporting requirements.
• Scheduling and Coordination
• Maintain calendars and schedule appointments and meetings.

• Arrange travel, training, and events.

• Prepare agendas and materials for meetings and record minutes when necessary.

Bookkeeping and Financial Duties

• Handle bookkeeping functions for the Polk County 4-H Foundation, Inc. and the 4-H Association, inclusive of individual 4-H club accounts.
• Maintain separate financial records for distinct accounting entities, ensuring accurate tracking, reconciliation, and reporting.
• Manage QuickBooks for both the Foundation and Association, including daily, weekly, and monthly recording of financial transactions.
• Complete monthly account reconciliations and generate checks and financial reports on a regular basis established by team.
• Provide monthly financial summaries and detailed account statements to 4-H club volunteers.
• Coordinate with external partners or financial reviewers as needed.
• Compile and prepare required financial reports for submission in accordance with established policies and timelines.
• Ensure all financial documentation meets County, University (UF/IFAS), and nonprofit standards for compliance, accuracy, and reporting.

Office Operations and Support

• Order office supplies and monitor inventory levels. · Assist in onboarding new volunteers by preparing documentation and processing credentials.
• Support other team members in clerical duties during peak workload periods.
• Assist with Extension office support functions via cross-training with other support team members, and with guidance from office Administrative Manager (Kalinda’s title—that may not be exact)
• Perform additional administrative and support functions as assigned

KNOWLEDGE, ABILITIES AND SKILLS

• Demonstrate proficiency in administrative and program management systems used to manage enrollments, registrations, approvals, and organizational records.
• Demonstrate proficiency in bookkeeping and financial administration, including managing multiple accounts, recording financial transactions, completing reconciliations, and generating financial reports using accounting software such as QuickBooks or similar systems.
• Ability to manage and maintain accurate financial and administrative records in accordance with established policies, reporting requirements, and audit standards.
• Experience handling applications, approvals, screenings, or compliance-related documentation within an organizational, nonprofit, or governmental setting.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks, systems, and deadlines simultaneously.
• Ability to handle confidential and sensitive information with discretion and sound judgment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), QuickBooks, and general office technologies.
• Strong interpersonal and communication skills, with the ability to respond professionally to administrative and financial inquiries from staff, volunteers, and the public.
• Ability to work independently, prioritize workload, and meet deadlines in a fast-paced administrative environment.

MINIMUM QUALIFICATIONS

• Associates degree in bookkeeping, business management, office administration, or a related field. Related experience will be considered as a substitute for degree attainment.
• Five years of progressively responsible bookkeeping, office financial management, or administrative experience.

SPECIAL REQUIREMENTS

Must possess a valid Florida Driver’s License and have reliable transportation. This position also requires working outside normal business hours, including evenings or weekends, to support program needs and events. This position will serve as the division’s representative to the Polk County Safety Advisory Committee.

All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its residents.