Office Administrator

BRIDGES OF AMERICA•Gainesville, FL

3d•$15 - $0•Onsite

About The Position

The Office Administrator serves as a liaison between the site and various corporate departments. This role is responsible for managing client Food Stamp procedures according to regional policies, handling client intake and discharge, and maintaining client files and center documentation. The administrator also assists with facility repairs and maintenance by locating vendors and obtaining quotes, facilitates outside agency audits, and supports audits from DC monitors and Children & Family Services. Key duties include gathering receipts and invoices for the accounting department, managing inmate reception paperwork, updating logs (Count Logs, Population Logs), maintaining Clinical Rosters, and handling daily operational paperwork. The role also involves collecting and sending intake & discharge paperwork to the corporate trust account supervisor, performing MIS and Department of Corrections data input, scheduling and taking minutes at staff meetings, managing office supply inventory, documenting petty cash expenses, and handling all copying, faxing, mail distribution, and answering telephone lines. Maintaining the cleanliness of administrative offices and adhering to company time and attendance systems are also essential. The position requires the ability to perform major functions with or without accommodation, attend mandatory training, and possess strong English communication skills. Reporting of workers' compensation injuries, breaches of company policy, and unsafe conditions to the Facility Director or HR is mandatory. Eligibility for promotion requires demonstrated organizational abilities and good written/oral communication skills, with supervisory promotion requiring completion of specific training.

Requirements

Must be able to speak, read write and understand English.
Must be able to perform the major functions of job with or without an accommodation.
Required to attend all mandatory training specified by policy.

Nice To Haves

Prefer 2 years Office Administration experience.
Prefer intermediate to advance skills in Excel and Microsoft Word.
To be eligible for a promotion you must demonstrate organizational abilities and must have good written and oral communication skills.
To be eligible for promotion to a supervisory position you must complete supervisory/team building training. This can be accomplished by checking out “How to Supervise People” CD from the corporate office and passing all tests with a minimum score of 80%.

Responsibilities

Acts as a liaison between the site and the various corresponding corporate departments.
Responsible for all client Food Stamp procedures acting as the “Accounting Clerk” based on the regional policies and procedures.
Intake and discharge of clients, as directed by the Facility Director.
Maintain client files, including closed files, and all center related documentation by placing filing materials in the designated file folder and drawer.
Responsible for working with the Facility Director on facility repairs and maintenance by locating vendors and pricing quotes for work needed.
Responsible for working with the Facility Director to facilitate any outside agency audits.
Assist center in DC monitors and Children & Family Services audits.
Responsible for gathering all receipts and invoices and submitting them to the accounting department.
Conduct any tasks, as required by the Facility Director, for the receiving of new inmates.
Update Count Logs, Population Logs, etc… as required by the Facility Director.
Maintain the Clinical Rosters as required by the Facility Director.
Maintain paperwork required for the daily operations of the center.
Responsible for collecting intake & discharge paperwork and sending it to the corporate trust account supervisor.
Responsible for MIS and Department of Corrections data input, as instructed by Facility Director.
Schedule, attend and take minutes at monthly staff meetings as directed by the Facility Director.
Responsible for keeping inventory on all office supplies and ordering monthly with the Facility Director’s approval.
Responsible for documentation of all petty cash expenses.
Responsible for filing of documentation, including the “Yearly File Drawer”.
Responsible for all copying and faxing of center documentation as needed.
Responsible for distributing faxes and/or mail.
Answering of telephone lines as directed by the Facility Director.
Responsible for the cleanliness of the administrative offices.
Clock in and out utilizing the company time and attendance system.
Must be able to perform the major functions of job with or without an accommodation.
Required to attend all mandatory training specified by policy.
Must be able to speak, read write and understand English.
Report all workers compensation injuries, whether they require medical attention or not, to the Facility Director immediately.
Report all breaches of company policy or code of ethics that you have knowledge of, hear about or see regardless of who is involved in the breach to the Facility Director immediately. Or the HR Department when necessary.
Report all unsafe conditions that could affect clients/inmates or employees which you become aware of to the Facility Director immediately.
Ensure that all applicable policies and procedures that fall within the scope of this job description are adhered to.
Ensure that any other duties as assigned by immediate supervisor are completed.