QUALIFICATIONS: Three to five years’ experience with a proven track record in office management. Professional phone presence and good customer service skills. Requires excellent computer proficiency in word processing, spreadsheet programs and Microsoft Outlook. Associates degree and specialized training preferred. Minimum of three to five years’ office experience required.

JOB SUMMARY:

The Quality Assurance Coordinator is responsible for secretarial and executive support to the CEO, Management Staff and the Board of Directors. Must be available to work

40 hours per week, work flexible hours, be assertive, self-motivated and able to effectively prioritize workload. This position requires working and communicating in a time efficient, professional manner with interoffice management, staff and Board

Members, as well as professionals and laypeople within the local community and statewide. Assist in the volunteers onboarding process ensuring training deadlines are met. Oversee the ordering and maintenance of all office supplies and equipment excluding computers and computer related needs. Coordinate receipt and acknowledgement of all in-kind donations.

DUTIES AND RESPONSIBILITIES:

1. Provide secretarial support to include typing, filing and distributing correspondence, meeting notices, agendas, minutes, and other documents and compose correspondence as requested.

2. Perform Human Resource duties including posting job employment opportunities, pre-screening applications, performing criminal background checks and follow-up.

· Perform new hire/onboarding paperwork including ADP, orientation and maintain personnel files with training/in-service records. Periodic audit of training requirements.

· Support administration of employee health benefits (medical, dental, life, Aflac and retirement).

· Complete E-Verify on new hires and set up new hires for all required user access.

3. Provide support to the CEO.

· Screen CEO’s telephone calls, assist and reroute callers when appropriate.

· Sort CEO’s incoming mail, handle and reroute callers when appropriate.

· Schedule meetings and make travel arrangements as requested.

· Take minutes at Staff & Leadership meetings, type and distribute in a timely manner.

4. Provide support to the Board of Directors.

· Compile the monthly Board of Directors’ packet to include updating the Board roster, committee list, etc.

· Take minutes at monthly Board meetings, type and distribute in a timely manner.

5. Provide operations oversight.

· Supervise and delegate to receptionist and clerical volunteers as needed to maintain a smooth flow of operations in a timely manner.

· Responsible for scheduling Task Force Meetings via Zoom.

· Schedule monthly and quarterly maintenance services for preventative maintenance and ensure notifications to staff are sent for site visits via Microsoft Teams invite.

· Responsible for staff internal communications: flyers, e-mail, meeting notices, etc.

· Responsible for keeping the Organizational Chart, Telephone Tree and Staff Phone list up to date.

· Supervise ordering of all supplies for the agency.

· Supervise and/or handle all incoming and outgoing mail for the agency.

· Supervise all office equipment maintenance and submit repair service tickets.

· Maintain updated procedure manual as it pertains to support functions of the agency.

· Assist with updating Quigley House Policy and Procedure Manual and Supervisor’s Manual

· Assist all departments in agency with support services.

6. Every staff member is responsible to do the following:

· Understand and promote the culture of philanthropy.

· Serve as a philanthropic ambassador within the organization and community.

· Help cultivate relationships on behalf of and in support of the organization.

· Work with development staff to support grant applications and other development activities.

7. In addition to the above responsibilities all employees of Quigley House:

· Demonstrate respect for the dignity and equality of all people.

· Maintain standards of confidentiality in accordance with Quigley House policies.

· Display a commitment to the mission of the agency and adhere to all policies and procedures.

· Present a positive public image of the program through a high level of professionalism.

· Have the ability to travel, work flexible hours and maintain a positive leadership role.

8. Assume other duties as assigned by the CEO.

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Executive administrative support: 3 years (Required)

Ability to Relocate:

• Green Cove Springs, FL 32043: Relocate before starting work (Required)

Work Location: In person