Office Manager - Camping Services

Florida Sheriffs Youth Ranches•Hilliard, FL

11d

About The Position

The Office Manager works with and assists the Camp Director and the Director of Camping Services to ensure proper accounting methods and purchasing procedures are followed, attendance and leave records are maintained according to written policy, and program assets are properly accounted for. The position also provides secretarial support to the program and agency as needed, monitors budget expenditures, and alerts the Camp Director and Director of Camping Services to problem areas. The Office Manager reports directly to the Camp Director and is eligible for overtime pay. This position requires a high school diploma and 3–5 years of work experience in an accounting or clerical position, including hands-on computer use. Employment is contingent upon successful completion of a Level 2 background screening through the Florida Department of Law Enforcement Care Provider Background Screening Clearinghouse, as required by Florida law.

Requirements

High school diploma.
At least 3–5 years of work experience in an accounting or clerical position.
Hands-on use of computers.
Successful completion of a Level 2 background screening through the Florida Department of Law Enforcement Care Provider Background Screening Clearinghouse.

Responsibilities

Coordinate purchases by verifying approvals, issuing purchase orders, checking invoice extensions and totals, obtaining payment approval, matching purchase documentation, assigning account and vendor numbers, preparing voucher forms, and forwarding documentation to the Accountant.
Maintain numerical and unfilled purchase-order files and program files for vouchers submitted for payment.
Maintain petty cash, issue reimbursements for approved requests, receive and prepare deposits, forward cash receipts and related documentation to the Accountant, and request petty cash replenishments as needed.
Submit vehicle service reports and monthly vehicle information to the Main Office Business Manager, and check vehicle logs and forward commuting mileage reports.
Prepare payroll information, maintain payroll printouts, answer payroll and attendance or leave questions, and forward approved leave requests and accurate timesheets to Human Resources.
Manage assigned campus credit cards, including Visa, store charge cards, and gas cards.
Obtain and forward personnel information to Human Resources, maintain program personnel files, answer personnel questions, collect complete applicant paperwork for background screening, assist with applicant inquiries, and ensure employee, salary-change, and termination documents are forwarded promptly.
Ensure personnel files are complete and ready for CQD reviews.
Perform secretarial and reception duties, welcoming and informing callers and visitors about Youth Ranches services and ensuring mail is delivered appropriately.
Process program service packets and youth correspondence and paperwork in a timely manner, including Request for Services, Summer Camp, Census, admissions, and other required documentation.
Ensure reports and pending correspondence are completed on time and follow applicable Family Services Operations Manual guidelines, procedures, outlines, and forms.
Serve as the primary meeting reservationist for agency meetings held at Camp.