Jaide Jamison

· Responsible for monitoring a variety of Extension accounts (TRUST, Self-Supporting, grants, Foundation/Federation) including monitoring accounts and statements. Reconciling errors, making deposits, correcting rogue CFOAPS, validation of county tax deposits and preparing statement of expenditure and revenue under the direction of the County Director.

· Develops and maintains files for all Unit 13 budgets and agreements associated with Unit 13. Maintain and manage filing systems of all financial records for Unit 13.

· Assist the County Director with the Unit 13 budget to include preparing agreements for signature.

· Prepares leases for Unit 13 & assists the County Director with facility related duties, including risk management, and ensuring all ADA guidelines are being followed.

· Solely responsible for authorizing payments of bills to vendors. Solely responsible for initiating vendor contacts. Responsible for new vendor setups and ensuring current vendor information is accurate in Banner. Prepares and processes all Purchase orders; regular, standing and rush/emergency. Prepares & processes invoices for Unit 13 in Chrome River and acts as an approval delegate for Chrome River expenses in the County Director absence.

· Independently make necessary purchases and pay bills for office and Unit using the University issued p-card in compliance with purchases procedures and procurement laws.

· Solely responsible for preparing the monthly sales tax report for Unit 13.

· Independently prepares and sends transmittals and checks to the business office and gift transmittals to foundation as required. Independently prepare transfer of funds documentation for all Unit 13 funds for the County Director signature.

· Independently manages Unit 13 in/out account using Quickbooks Online. Responsible for uploading monthly bank statements onto the UIE Finance website. Solely responsible for writing all Unit 13 checks for payment of bills, refunds, etc. from unit in/out account. Prepare deposit slips and ensure deposits are made according to campus guidelines to the Unit 13 in/out account. Provides quality control on all Unit 13 deposits. Independently prepares and executes the in/out account annual audit. Transfer, prepare and disburse the 4-H premiums and use the PEAR system for award and premium tracking, when required.

· Serves as first resource to Unit 13 staff in all fiscal matters as needed. Assist and provide training to Unit 13 staff regarding appropriateness of purchases, fiscal policies, cash handling, and purchasing requirements. Serves as the primary Change Fund Custodian for Unit 13 and is responsible for the safekeeping and proper use of the fund. Responsible for all requests and reconciling the fund each day it is used and ensures the fund is verified by the unit head each month.

· Assist county director in managing accountability for Unit 13 personnel (civil service & extra help) using outlook calendar & email. Maintain civil service and extra help employees' leave requests and approve time via web time entry. Organizes and prioritizes/coordinates detailed office support needs of Unit 13 staff. Manages the work and training of the unit’s administrative support staff to include extra help and participates in their selection, training, and evaluations.

· Coordinates all human resource related duties for Unit 13. This includes submitting the hiring requests in My ACES, scheduling interviews, collecting new hire paperwork and train support staff civil service non-exempt and clerical extra help employees.

· Maintains confidential personnel files, creates new employee files, files data as it relates to current & former employees.

• Solely responsible for maintaining physical inventory for all furniture and equipment for Unit 13. Maintains equipment loan forms for all employees & volunteers. Completes biennial physical inventory for Unit 13. Completes annual fact sheet & coordinates the Annual Equipment Replacement Cycle computers. Prepares surplus items to be turned in at campus. This includes scrubbing computers for disposal. Complete surplus form, forward to campus and if needed transports items to campus surplus. Ensures new property or transferred property is added to inventory and proper PTag/UTag is ordered from campus and placed on equipment for Unit 13.

• Make travel arrangements, which may include airfare, hotel reservations, airport transportation and registration fees for both in and out of state conferences and workshops for the Unit 13 County Director and educators.

• Independently manages and coordinates meeting room reservations, rentals, and set-ups and key arrangements for Unit 13 staff, other extension personnel and other partners throughout all four Unit 13 counties. Ensure adequate supplies of teaching materials as requested by professional staff members.

• Serves as receptionist both in person and by telephone. Directs inquiries to appropriate staff and handles routine inquiries and issues within scope of responsibility. Review incoming mail, and based on content, redirects, responds, or obtains additional information. Composes and prepares correspondence, Extension program areas, Council meetings, Foundation meetings, etc. Prepares newsletters for mailings and online distribution, which includes printing and emailing. Responsible for maintaining Pitney Bowes account and postage meter for Champaign, Ford, Iroquois and Vermilion county. Also responsible for ensuring all four county machines are loaded with funds and the machines are functioning properly. Serves as a delegate for the County Director in meetings as needed.

· Responsible for distributing blank Civil Right Assessments and Safety Assessments to Unit 13 employees and return to County Director.

· Comply with Affirmative Action/Equal Employment Opportunities policies and guidelines in all aspects of University of Illinois Extension work.

· Other duties as assigned.