Administrative Support

Administrative Support for Jackson Soil & Water District

Under supervision of the Soil & Water Conservation District Board of Directors and the County Extension Director, perform a variety of administrative office management duties to support both organizations served. Work involves preparing public meeting announcements and public meeting management, monthly financial reports, maintaining calendars and schedules for both organizations, making reservations, greeting visitors, establishing and maintaining a public record system, in addition to supporting the Extension Service team in general.

Essential Job Functions

• Serve as the Contract Manager for cost-share contracts between farmers, the Jackson Soil & Water Conservation District (JSWCD), and the Florida Department of Agriculture and Consumer Services' (FDACS) Office of Ag Water Policy (OAWP).
• Become familiar with Florida Statutes related to OAWP practices, related contracts, and ensure compliance.
• Process and track payroll, payments, and invoices to FDACS OAWP, and maintain records of the Conservation Technician expenditures.
• Ensure an Annual Audit of the JSWCD is performed and comply with all recommendations made for account records management.
• Ensure all records are maintained and stored in compliance with the State's record retention standards.
• Serve as the liaison between the FDACS OAWP and the JSWCD Board.
• Support the Extension Row Crop and Pesticide Safety Education Programs. This would include educational event planning, execution, and post program evaluation reporting.
• Manage registration, submission, and record filing of Certified Education Units (CEUs) for licensed pesticide applicators from certified training programs.
• Manage program expenses, agent travel approval and expense submission.
• Serve as the local liaison between licensed pesticide applicators and FDACS.
• Provide support for reception duties; answer multiple phone lines, routing calls, greeting visitors, or answering questions related to the programs served.
• Performs other related work as required.

Qualifications and Education Requirements

Graduation from high school or its equivalent, and 2 to 3 years of experience in bookkeeping, financial and public meeting record management, or administrative work. Must have working knowledge of computer software, organization management, and exercise the ability to use tact and courtesy in dealing with the public. Possess the equivalent combination of training and experience which provides the required skills, knowledge and abilities for this position. Possession of a valid Florida driver's license prior to employment.

Knowledge, Skills, and Abilities

• Considerable knowledge of math, spelling, grammar and punctuation.
• General knowledge of modern office practices and procedures.
• General knowledge of County personnel policies, programs and procedures.
• Skill in organizing workflow and coordinating activities. Skill in the operation of common office machines, including popular computer-driven word processing, bookkeeping, spreadsheet and file maintenance programs.
• Ability to make routine administrative decisions independently in accordance with laws, regulations, and County policies and procedures, and to solve problems and answer questions.
• Ability to compile data from varied sources and complete complex reports from such information.
• Ability to communicate effectively both orally and in writing.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to establish and maintain complex records and files.
• Ability to exercise tact and courtesy in dealing with the public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments

Additional Requirements

Physical Requirements: Must be physically able to operate a variety of office machines including computers, multi-use printer, projectors, etc. Requires the ability to exert up to 20 pounds of force occasionally, and/or up to 10 pounds frequently, and/or a negligible amount of force constantly to move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristic (whether similar to or divergent from obvious standards) of documentation of policies and procedure.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.

Language Ability: Requires the ability to read a variety of correspondence, reports, forms, manual, invoices, surveys, etc. Requires the ability to prepare correspondence, reports, forms, meeting minutes, news releases, purchase orders, etc., using prescribed formats and conforming to all rules of punctuation, grammar diction, and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardized exists; to interpret a variety of instructions furnished in written, oral diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals; to interpret graphs; and to compute discounts, interest, profit and loss, and ratios and proportions.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and/or hear: (talking: expressing ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

(Reasonable accommodation will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.