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,