Director of Operations

Mission House • Jacksonville Beach, FL

1d • Onsite

About The Position

Mission House is looking for its next dynamic professional to support its growing agency. The Director of Operations position will be responsible for all facets of daily operations of the agency. This position will ensure that Program Directors are supported, bookkeeping is in order (working with an outside accounting vendor) as well as have responsibilities in human resources, general office management, grant reporting and IT, and supporting the Executive Team. This position reports to the Executive Director and ensures office management tasks are completed effectively and efficiently to facilitate the operation and delivery of services and programs to Mission House clients and patients. This role will also collaborate directly with the Director of Development to prepare monthly grant financial documents, keep grant reporting deadlines, and prepare other financial documents for grant reports and proposals as needed. The ideal candidate has knowledge of office management activities such as accounts payable, accounts receivable, payroll, and office/facility vendor management, and performs functions professionally and diligently, to ensure smooth operation of the agency's programs and services. This role is responsible for maintaining complete and accurate records supportive of the mission and vision of Mission House, Inc and is charge with leading the preparation for the agency annual audit. This person will also serve as the onsite point of contact for all IT issues (working with a remote consultant), and bring the agency into the future technologically.

Requirements

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks with attention to detail.
• Takes direction easily and well from direct supervisor.
• Ability to listen and accept feedback constructively.
• Exceptional communication ability, both written and oral.
• Plan ahead to meet deadlines, and work with all parties involved to stay on track.
• General knowledge of social services practices, ethics, and boundaries.
• Utilize and submit appropriate forms and documentation to report on all activities.
• Collaborate across Mission House programs, as needed, to ensure mission is achieved.
• 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.
• Must pass a Level II background check.
• Perform all other duties, as assigned, to meet organizational goals.
• Bachelor’s Degree preferred, but 4+ years of comparable experience may substitute.
• Financial document preparation highly desired.
• Accounts payable, receivable, and general office experience.
• QuickBooks knowledge and experience is a plus.
• Payroll experience, preferably with Paychex.
• Experience working within non-profit social service field preferred.
• Proficient in computer use, and Microsoft Office.

Nice To Haves

• QuickBooks knowledge and experience is a plus.
• Experience working within non-profit social service field preferred.

Responsibilities

• Processes a variety of accounting transactions with external contracted accounting firm, including accounts payable and accounts receivable, in accordance with agency policies and procedures.
• Works with Development team to prepare grant report financials for the City of Jacksonville and other grantors on a regular and timely basis.
• Performs various clerical payroll and accounting tasks, such as processing payroll, entering payroll data into system, verifying accuracy of figures and computations, balancing and reconciling accounts.
• Maintain organized and accurate accounting files on site.
• Check and verify accounting data; enter data into computerized system; use system to research questions and generate reports.
• Work with CPA firm and accounting firm for annual audit.
• Professional written and verbal communication with vendors regarding invoices and billing matters.
• Assist in maintaining agency's financial accounts with Executive Director and Mission House Board of Directors.
• Maintain organized and accurate agency records.
• Perform related general clerical duties.
• Ensures the agency Director of Development has all necessary financial documents for grant proposal preparation.
• Prepares all monthly, quarterly and annual financial reporting mechanisms for various agency funding streams including grants from the City of Jacksonville, State of Florida and other grantors.
• Helps Development department with tracking income and expenses for Grazie Gala and any other fundraisers as they occur.
• Perform a variety of skilled administrative and clerical duties directly related to human resources activities.
• Maintain employee databases and files.
• Process employee status changes.
• Assist employees in signing up and/or applying for benefits.
• Screen resumes/application forms during hiring process.
• Schedule interviews for hiring managers.
• Check references during hiring process.
• Compile data and prepare routine and special human resources reports.
• Provide information to employees on agency policies and procedures.
• Maintain office supply and equipment inventory.
• Compiles, records and files all paperwork, licenses and necessary agency procedures in order to ensure seamless transitions among agency department heads.
• Schedules all vendor on-site maintenance and inspections for annual compliance (fire systems, backflow unit, etc.).
• Acts as the main agency contact for all vendors on behalf of Mission House.
• Supervise Front Desk Staff ensuring front desk coverage during business hours, Monday- Friday, 9 am - 5 pm, working with all teams and departments for coverage.
• Ensure Executive Director is maximizing efficiency by ensuring all clerical tasks are complete such as keeping the calendar, making appointments, speaking engagements, responding to emails etc.
• Attend meetings with the Executive Director as needed.
• Ensures the administrative offices maintain supplies and technology inventory, and remains organized with company property distributed to staff.
• In conjunction with ED, ensures all insurance policies are renewed annually.
• All other duties as assigned.
• Work with outside agency to ensure Mission House website is up to date and functioning at all times.
• Work with IT consultant to ensure all information systems are working properly.
• Act as point of contact for all staff who are experiencing IT issues.

Benefits

• Health Insurance
• 3% 401k Match
• vacation and sick time
• 15 paid holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Director