Office Assistant - EFNEP Palm Beach County

Administrative Support AST I

The Administrative Support Assistant I will perform programmatic support functions for the Expanded Food and Nutrition Education Program (EFNEP) in Palm Beach County. Duties will include answering telephone; writing correspondences; reviewing fiscal and programmatic paperwork for accuracy and completeness, including participant paperwork, timesheets, travel reimbursement and receipts; ordering supplies; assisting with reporting; scanning, copying, and filling routine paperwork, and assisting with program setup and preparation.

Programmatic Support

• Make copies, files, and other routine paperwork necessary to support the program.
• Assist with program preparation, including but not limited to shopping for food, preparing food, preparing program materials, and creating displays for public health events.

 Human Resources

• Understand, apply, and provide support to team with policies and procedures related to time worked, leave and personnel.
• Assist EFNEP Supervisor with review of personnel paperwork, including time and labor.
• Provide support during hiring process. Check paperwork for completion and correctness.
• Create personnel files for new hires and update current files as needed.
• Understand and apply retention policies and disposition processes for paperwork.

Fiscal Operations

• Understand, apply, and support team with policies and procedures related travel and purchasing.
• Assist EFNEP Supervisor with review of fiscal paperwork, monthly travel reimbursement and receipts for accuracy and completeness.
• Prepare and send paperwork to state office.
• Keep appropriate files of all fiscal paperwork.
• Order supplies and materials as needed.
• Assist EFNEP Supervisor with checking in deliveries, maintaining all inventory, and keeping supplies organized.
• Create and maintain inventory of nutrition education reinforcement items (NERI), or incentive items.
• Monitor and maintain equipment inventory.
• Monitor supply usage and orders supplies for Zeno (xerox) machines.
• Office Assistant will need to lift and carry materials and supplies up to 50 lbs.

Program Data Reporting

• Assist EFNEP Supervisor with county and state office reporting.
• Assist EFNEP Supervisor with review of participant paperwork, including evaluation forms for accuracy and completeness.
  • Guarantee packet completeness (missing forms) and accuracy (wrong dates, forms order/sequence) before submitting them to the state office.
• Maintain Master Excel Spreadsheet and link validation form.
• Support the accurate, orderly, and timely submission of all participant paperwork, including evaluation forms.
• Send out notifications and collect the evaluations forms of all the NEs in the unit.
• Prepare and submit participant paperwork, including evaluation data, as needed.
• Maintain unit filing systems or workflows and confidential information.

Communications

• Answer telephones, compose letters and emails, assist with planning meetings, and monitoring the accuracy of calendars for all EFNEP employees in the county.

 Other duties as assigned by supervisor.

Additional Details

This is a TEAMS part-time position in UF/IFAS Palm Beach County Extension office. The schedule is 20 hours per week, Monday through Friday.

 EFNEP Core Values.pdf

$16.00 / hour

High school diploma or equivalent and one year of relevant experience.  

Ability to work independently and exercise judgment is required.

Excellent written and oral communication skills.

This position needs a strong background using technology and software.

Familiar with basic computer programs, including Word, Excel, and PowerPoint.

Ability to use equipment/hardware: desktop pc, laptop, copier/scanner/fax, and calculator.

Able to organize physical materials as as electronic files, picture, etc.

Reliable daily transportation.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.