Overview
Administrative Specialist Jobs in Bartow, USA at Polk County
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.
- Maintain calendars and schedule appointments and meetings.
- 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 Quick Books 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 Quick Books 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.
Title: Administrative Specialist
Company: Polk County
Location: Bartow, USA
Category:
