Office Assistant

Overview

The Healthy Start Coalition of Okaloosa and Walton Counties is seeking a motivated, organized, and community-minded Office Assistant to join our team. This position is an important part of the Coalition’s day-to-day operations and provides administrative, programmatic, financial, communications, and staff support.

The ideal candidate is dependable, detail-oriented, professional, and comfortable managing multiple priorities in a fast-paced nonprofit environment. This position offers the opportunity to make a meaningful impact by supporting programs and services that improve the health and well-being of mothers, babies, fathers, and families throughout Okaloosa and Walton Counties.

The Office Assistant will work closely with leadership, program staff, community partners, vendors, and families while helping ensure the Coalition’s programs and office operations run smoothly and effectively.

What You'll Do

This is a varied position where no two days are exactly the same. Responsibilities include:

• Help manage day-to-day office operations, including phones, mail, supplies, inventory, vendors, deliveries, and general office needs.
• Welcome visitors and communicate professionally with families, community partners, vendors, and other stakeholders.
• Provide administrative support to leadership and program staff, including scheduling, correspondence, document preparation, filing, data entry, and special projects.
• Coordinate calendars, meetings, trainings, staff activities, and community events.
• Prepare meeting agendas, record minutes, and assist with tracking follow-up items.
• Create and schedule engaging social media content highlighting Coalition programs, services, events, resources, and community initiatives.
• Assist with flyers, announcements, outreach materials, presentations, and other communications.
• Support Healthy Start, CONNECT, T.E.A.M. Dad, and other Coalition programs with administrative and logistical needs.
• Assist with coordinating safety item distribution, diaper and wipe inventory, program materials, and community outreach activities.
• Assist with event planning, ordering materials, and coordinating special events and activities.
• Support grant-writing efforts through research, data collection, and drafting assistance.
• Track program information, electronic forms, expenditures, Medicaid earnings, inventory, and other required records and reports.
• Assist with financial administrative tasks, including credit card reconciliation, check logs, reimbursement documentation, and organization of financial records.
• Assist with employee records, benefit documentation, leave balances, timesheets, Time Allocation reports, travel arrangements, and reimbursements.
• Maintain organized and secure electronic and physical records while protecting confidential and sensitive information.
• Assist with updating organizational documents, policies, procedures, emergency plans, and other internal resources.
• Coordinate routine technology needs and communicate with IT support when assistance is needed.
• Help identify what staff and the office need to operate efficiently and take initiative to keep projects and responsibilities moving forward.
• Provide additional administrative and program support as needed.

What We're Looking For

We are looking for someone who is:

• Highly organized and able to manage multiple responsibilities and competing priorities.
• Dependable, professional, friendly, and willing to take initiative.
• Detail-oriented with strong follow-through and time-management skills.
• Comfortable working independently while also being an active part of a team.
• Proficient with Microsoft Office, including Word, Excel, Outlook, email, and calendars.
• Comfortable learning new software, electronic systems, and organizational processes.
• A strong written and verbal communicator who can interact professionally with a variety of people.
• Creative and interested in helping develop social media content, outreach materials, and program communications.
• Able to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Comfortable working with numbers, spreadsheets, tracking reports, and basic financial documentation.
• Passionate about serving families and supporting the mission of the Healthy Start Coalition.

Previous administrative or office experience is preferred. Experience in a nonprofit, healthcare, social services, community-based organization, or similar environment is a plus but is not required.

Bilingual skills are also a plus.

Why Join the Healthy Start Coalition?

This is more than an administrative position; it is an opportunity to be part of a team that makes a direct and meaningful difference in the lives of local families. The Office Assistant will have the opportunity to support innovative programs, connect families with valuable resources, assist community partners, and help increase awareness of services available to mothers, babies, fathers, and families throughout our community.

If you are organized, creative, compassionate, and enjoy making a difference behind the scenes while supporting a mission-driven organization, we would love to hear from you!

Pay: $19.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $19