Executive Office Assistant

Mission House•Jacksonville Beach, FL

1d•$46,000•Onsite

About The Position

Mission House is looking for it's next dynamic professional to support its growing agency and Executive Director. This position will be responsible for entry level bookkeeping (working with an outside vendor), human resources, office management and supporting the Executive Director in his growing responsibilities. 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. 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. The Executive Office Administrator is responsible for maintaining complete and accurate records supportive of the mission and vision of Mission House, Inc and is charge with leading the agency annual audit.

Requirements

Minimum Associate’s Degree in Accounting, Human Resources, or comparable field of study, or equivalent commensurate employment experience
Accounts payable, receivable, and clerical experience
Payroll experience, preferably with Paychex
Proficient in computer use, and Microsoft Office suite

Nice To Haves

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

Responsibilities

Bookkeeping: Processes variety of accounting transactions with external contracted accounting firm, including accounts payable and accounts receivable, in accordance with agency policies and procedures
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
Human Resources: Perform 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
Office Management: 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.
Provide direct supervision of agency's office and facility services including mail collection and distribution, records maintenance, copy/print services, office and facility maintenance and cleaning services, communications/telephone/internet
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
Executive Assistant: 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
All other duties as assigned
Acts as key liaison between the general public and the Executive Director.
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
In conjunction with ED, ensures all insurance policies are renewed annually.
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