Classification Title:
Administrative Specialist I
Job Description:
County 4-H Association/Foundation, Accountability Requirements
Support and transact the financial activities of the multi-million dollar UF GEN financial reporting for the 61 county 4-H associations as well as a number of county 4-H foundations.
Provide support to the Finance Manager, Extension faculty, and staff in areas of money handling, sales tax, insurance/risk management, and ensure the transparency and reporting of all deposits, expenditures, budgets, etc.
Assist Finance Manager with report tracking of the submission of annual reports for all County 4-H Associations and Foundations. Analyze data, prepare and submit data for proper IRS Form 990 for each County 4-H Association IRS Form 990 submission. Assist in tracking proper reports for each County 4-H Foundation.
Monitor the SharePoint database to ensure the counties are being compliant with proper document uploading of monthly reconciliations and annual reporting.
Ensure web pages related to fiscal training, new agent training, tax exemption and tax filing are kept up to date with current forms and policies.
Resource for the faculty and staff for questions related to the associations/foundations.
Provide the Finance Manager and UF General Counsel an annual update of any and all changes of the subordinate organizations included in the group exemption.
Fiscal/Financial Duties
Manage Accounts Receivables for the Florida 4-H Foundation (DSO) and department. This requires working with the counties and other departments to process invoices and statements in a timely manner with the use of Quickbooks. This requires extensive reporting, tracking, and documentation.
Make required purchases by 4-H using UF Pcard and verify the charges on Pcard. Approve PCard charges in PeopleSoft for purchases made by other Pcard holders from 4-H State office and state-wide 4-H camps. Verify appropriateness of charges, that there is sufficient funding, and that the proper documents are attached. Monthly reconciliation of Pcard accounts with PeopleSoft. Stay up to date with university purchasing and Pcard directives for both the DSO and UFGO.
Volunteer Youth Compliance, Background Screening (BGS), and 4-H Online
Provide support, leadership, and collaboration with volunteer background screening as it relates to Youth Compliance, Department of Children and Families (DCF), FieldPrint fingerprinting, and 4-H Online. This requires working with a team of individuals to ensure volunteers are screened, processed, and reported properly on all operating systems while meeting all compliance requirements.
Management of multiple data base tracking and monitoring systems required with the ability to maintain confidentiality and security of volunteer BGS information. This requires interaction with volunteers to confirm personal information and scheduling of fingerprinting appointments.
Professional Development for Faculty and Staff
Assisting the Finance Manager to train faculty on policies, procedures and best practices regarding fiscal compliance, background screening, tax exemption and non-profit issues as they relate to the County 4-H Associations and Foundations.
Provide various training on Annual Reporting, Budgeting, Sales Tax, IRS Form 1099-MISC, Data Repository, Insurance, and various other areas as needed. Perform trainings/Offer workshops at New Agent Training, Youth Development Institute (YDI), Extension In-Service Training workshops (ISTs), webinars, etc.
Communicate regularly with county faculty regarding their responsibilities and involvement of UF policies, IRS rules, Florida Department of Revenue rules etc., as they relate to the County 4-H Associations and/or Foundations, as well as, the county 4-H clubs which are managed through them.
Work in collaboration with Finance Manager, RSAs, Priority Work Group Teams, State 4-H Resource Development Coordinator and State 4-H Event Coordinator on all faculty trainings and presentations
Contract and Administrative Support
Work with 4-H Finance Manager and Director of Administrative Services to facilitate and manage contracts related to Florida 4-H and overall extension to determine further communications with county and business services, UF Purchasing, and UF Legal Counsel
General administrative duties to support the Finance Manager and Business Services Team with special reporting and documents.
Other Duties and Responsibilities
Collaborate with State 4-H leadership team, as well as District Extension Directors, County Extension Directors and other faculty/staff on various issues as they relate to the County 4-H Associations and/or Foundations.
Perform other related duties as assigned or approved by the supervisor..
Salary:
$44,000- $52,000 commensurate with experience
Minimum Requirements:
Bachelor’s degree; or an equivalent combination of education and relevant experience.
Preferred Qualifications:
Knowledge of UF/IFAS office policies and procedures.
Familiar with PeopleSoft.
Proficiency in Microsoft Office applications: Outlook, Excel, PowerPoint, SharePoint, and myUF Marketplace.
Proficiency with Accounts Receivables and use of QuickBooks
Ability to manage multiple tasks and projects by prioritizing work assignments.
Excellent customer service skills and attention to detail.
Ability to work in a team environment, self-motivated, and excellent communication skills.
Knowledge of non-profit fund accounting
One year of accounts receivable and general accounting experience
Special Instructions to Applicants:
Applications must be submitted by 11:55 p.m. of the posting end date.
This is a time-limited position.
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran’s Preference Page for more specific information.
Health Assessment Required:
No
Advertised: 13 Sep 2023 Eastern Daylight Time
Applications close: 16 Oct 2023 Eastern Daylight Time