Executive Assistant / Office Coordinator

Position Title: Executive Assistant/ Office Coordinator

Employee Type: Full-time, salary, exempt

Department: Administration

Reports to: Executive Director

Hours: Monday – Friday, 9 am – 5 pm, but may require extra hours at peak performance times of the year and during special campaigns

Pay: $48,000.00 and up, depending on qualifications

Benefits: Paid holidays, vacation, and sick time; 401k plan and employer match after one year of service; partial employer-sponsored medical insurance; employee-paid dental and vision insurance available  

Location: Jacksonville Beach, FL

Position Summary

This role will play a critical support function to the Executive Director and Director of Development, continuing seamless administrative operations and enabling greater focus on strategic growth and fund development.

The ideal Business Office Manager will have three or more years of work experience as an office administrator. This position requires a technology-savvy individual well-versed in managing software for HR, accounting and the ability to effectively communicate agency policy to individuals of all backgrounds. Priority will be given to candidates who possess training in human resources, fiscal policy, and have a successful track record of problem-solving and sound decision-making in a multi-faceted, fast-paced environment. Candidate must be willing to work within the description provided, but be adept at transitioning to other responsibilities outside of the “normal duties,” on a regular basis.

Position responsibilities

Administrative:

• Acts as key liaison between the general public and the Executive Director.
• Assists ED with all administrative duties such as scheduling, outreach coordination, and any other duties as assigned.
• Participates in recording capacity at board meetings, assembles board packets, agendas and administrative items for the board of directors
• Ensures the administrative offices maintain supplies and technology inventory, and remains organized with company property distributed to staff
• Compiles, records and files all paperwork, licenses and necessary agency procedures in order to ensure seamless transitions among agency department heads
• In conjunction with ED, ensures all insurance policies are renewed annually.
• Schedules all vendor on-site maintenance and inspections for annual compliance (fire systems, backflow unit, etc.)
• In conjunction with the Executive Director ensures annual review of all agency contracts, and negotiates on behalf of the agency.
• Acts as the main agency contact for all vendors on behalf of Mission House.
• Assists other Department Directors as needed, at the discretion the of the Executive Director
• All other duties as assigned by the Executive Director

Human Resources:

• In conjunction with Executive staff onboards new employees using Paychex integrated software, including, but not limited to:
• Pre-employment drug-screening appointment scheduling
• Having in-depth knowledge of onboarding procedures, including agency retirement benefits, health benefits, and standard PTO benefits for full- and part-time employees
• Initiating protocol for incident reports for staff and clients, as needed
• Works with the Executive Director to make sure department heads are reviewing their staff at 90-day mark, 180-day mark, and annually, thereafter
• Prepares interview packets and schedules interviews for potential new employees
• Posts all open positions for the agency, as needed

Payroll:

• Works with Department Heads to prepare and approve all timecards for each employee, each pay period, and submits to ED for review in a timely manner
• Accurately tracks all employee time off
• Responsible for changes in pay rate, time accrual and all functions in the Paychex system as needed.

Payables/Receivables:

• Maintains constant professional contact with 3rd party QuickBooks administrator to ensure each department complies with the Mission House funds request policy, and Mission House credit card policy.
• Actively reviews purchases and keeps department heads apprised of budget constraints and overages
• Uploads invoices weekly to the system for 3rd party accounting system review
• Ensures ED is made aware of payables entered into the system, so they may be paid in a timely and efficient manner
• Assists ED with depositing all receivables to the bank account weekly, ensuring that each check is accounted for in the correct receivable account
• Work with Events & Development Coordinator to ensure tax acknowledgements are sent for every check received
• Assists Director of Development with monthly submission of required grant narratives and financial reports

Required Skills/Abilities

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks with attention to detail
• Ability to build consensus and resolve conflict; manage and de-escalate crisis situations; exhibit willingness and ability to have respectful difficult conversations
• Strong interpersonal skills and the ability to build relationships with varied stakeholders, including staff and volunteers
• Exhibit and uphold ethical standards
• Exceptional communication ability, both written and oral
• Maintain confidentiality of all staff, clients, patients, volunteers, donors, and their information 
• Participate in conferences, workshops, special projects, and staff meetings, as assigned
• Represent Mission House professionally, and assist during Mission House events, as directed
• Possess valid identification
• Possess acceptable annual Motor Vehicle Record check
• Adhere to required insurance coverage levels (Bodily Injury & Property Damage Liability: $100,000 each person; $100,000 each accident), if driving a personal vehicle for work-related purposes
• Pass a Level II background check
• Perform all other duties, as assigned by Executive Director

Preferred Education & Experience

• Three or more years of work experience as an office administrator
• Preference given to a bachelor’s degree; but an associate’s degree or experience may substitute

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times
• Must be able to navigate various departments of the organization’s physical premises

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills. Mission House, Inc. is an equal opportunity employer, and does not discriminate against any qualified individual based on race, creed, religion, national origin, color, status as a veteran, gender or gender identity, sex, age, sexual preference or orientation, marital status, disability, income, weight, or any other basis prohibited by law.