Office Manager/Executive Assistant

Hours: Monday – Friday, 9 am – 5 pm

Pay: $45,000

Benefits: Health Insurance, 3% 401k Match, vacation and sick time, 15 paid holidays

Location: Jacksonville Beach, FL

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 Office Manager/Executive Assistant 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.

Position 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.