Hubbard House – Operations Assistant

Posted Feb 07, 2023 Jacksonville, Florida


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Expires May 31, 2023


The Operations Administrative Assistant is responsible for the administrative support for agency operations, human resources, and executive leadership. Operations Administrative Assistant oversees special projects from the Office of the CEO.

Must be assertive, self-motivated and able to effectively prioritize workload. This position requires working and communicating in a time efficient, professional manner with management, staff, and other local, statewide, and national stakeholders. May collaborate with other support staff on project-based initiatives.

Position must have strong organizational skills and be detail oriented. Excellent written and oral communication skills a must.

Essential duties and responsibilities

1.0 Operations Administrative Support 1.1 Provide administrative support to include word processing, filing, scanning and distributing correspondence 1.2 Coordinate and delegate to administrative staff (e.g. volunteers/interns, temporary/contracted/permanent, PT/FT, as needed and assigned to maintain a smooth flow of operations in a timely manner. 1.3 Generate staff daily sign-in sheets each month for front desk. 1.4 Manage Data Savers account and company-wide offsite file storage process. 1.5 Facilitate office supply ordering system and order supplies as directed. 1.6 Supervise all office equipment maintenance and purchases with the exception of computers. 1.7 Manage Zoom account, calendar and processes. 1.8 Responsible for agency mail, including drop-off, pick-up and delivery. 1.9 Update internal mailboxes for new and terminated employees. 1.10 Order staff/board nametags and staff business cards for new hires, position changes and reorders as appropriate. 1.11 Manage agency scan cards. 1.12 Maintain master employee list for the organization, staff phone listing and emergency manager contact list. 1.13 Facilitate staff internal communications: flyers, e-mail, meeting notices, etc. as assigned 1.14 Under direction of supervisor or CEO, maintain assigned agency manuals such as (but not limited to), Employee Handbook, Supervisor’s Manual, and Emergency Management Manual. 1.15 Maintain assigned vendor accounts to include (but not limited to): postage machines, copiers, Data Savers, Shred bins, Amazon, HC Brands, Reddi Arts, Staples, W.B. Mason) 1.16 Assist all departments in agency with support services as assigned by supervisor. 1.17 Under direction of supervisor, ensure annual holiday schedule is updated and distributed to staff. 1.18 Assist with special projects as assigned by supervisor or CEO 2.0 Human Resources Administrative Support 2.1 Assist management with recruitment processes: 2.1.1 Add/Remove job postings on Paylocity (internal and/or external) and other identified sources (e.g. Non-Profit Center) as instructed. 2.1.2 Complete all applicant background screenings (e.g. AHCA, FDLE, Skill Survey, Drug Screen, TB Test, MVR and I-9/E-Verify). Ensure compliance with AHCA/DCF, including screenings through other states. 2.1.3 Candidate references 2.1.4 Generate rejection letters and offer letters as instructed. 2.1.5 Maintain an organized filing process for all applications, offer and rejection letters following all necessary retention policies. 2.2 Communicate new hires to appropriate personnel (e.g. IT, managers, training department) to set up computer access to all necessary programs and applications for each new employee. 2.3 Complete onboarding for all new hires and process all related paperwork. 2.4 Work with designated Finance department payroll and benefits staff for benefits registration for new hires. 2.5 Create/Maintain all HR Forms as necessary; update forms drawer and/or intranet as appropriate. 2.6 Update all job descriptions as assigned by supervisor or CEO 2.7 Facilitate the performance appraisal process, in conjunction with supervisor. Notify management of 90-day evaluations for new hires or new promotions. Notify supervisor when not completed by due date. Keep track of compliance and notify supervisor of noncompliance. 2.8 Ensure that 5-year rescreens are completed as appropriate. 2.9 Ensure annual MVR screenings are completed for each employee. 2.10 Ensure that employee files and records are properly maintained. 2.11 Manage employee personnel files to include hard files and electronic files (general, medical) 2.12 Conduct monthly DCF personnel file audits for CEO. Ensure personnel files meet standards for monitoring. 2.13 Manage the approval and review process for job descriptions. 3.0 Executive Leadership Administrative Support 3.1 Provide administrative support to CEO and Executive Leadership as assigned. 3.2 Sort CEO's incoming/outgoing mail, handle and reroute when appropriate. 3.3 Under direction of supervisor or CEO, assist with aspects as assigned for All Staff meeting, including working with supervisor to schedule all meetings for the year, sending Outlook invitations, drafting agendas, reserving conference room, and setting up refreshments. 3.4 Work with CEO’s Executive Assistant to order and distribute board nametags, prepare Agency awards and recognition. 3.5 Provide on-site support to CEO for board meetings/retreats. To include but not limited to: 3.5.1 Maintain inventory of Board meeting supplies 3.5.2 Pick up food for meetings and setup refreshments and supplies. 3.5.3 Set up room for board meetings 3.5.4 Arrange room 3.5.5 Place cards set up 3.5.6 Ensure technical equipment is set up and functioning for meetings. 3.5.7 Clean up after meeting 3.6 Provide Board (Inc. and Foundation) assistance to CEO in absence of CEO’s Executive Assistant. To include but not limited to: 3.6.1 Take minutes at Board meetings, type and distribute in a timely manner. 3.6.2 Compile Board of Directors' packets to include updating the Board roster, committee lists, etc. 3.7 Assist Leadership and Management teams with employee appreciation and recognition 3.7.1 Annual Staff Service Awards/Appreciation Lunch. 3.7.2 Other staff events as assigned. 3.7.3 Facilitate providing gifts, cards, flowers, plants (e.g. Sympathy, birthday, get well, miscellaneous cards). 3.7.4 Facilitate employee recognition system (log/process/deliver/order supplies). 3.7.5 Administrative support to management for Fun Club 3.8 DCF notifications of key staff & board changes 3.9 Check agency suggestion boxes weekly, provide info to CEO, and distribute to others per CEO request. 4.0 Other responsibilities as assigned by supervisor or CEO

Education and Experience

High school diploma or G.E.D. Some college or specialized training preferred. Must be proficient in Microsoft Office programs, particularly Word and Excel. Bi-lingual a plus. All duties and requirements are essential job functions. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Salary/Salary Range

$17-$20/hour; commensurate with experience

How to Apply


Hubbard House


Kristi Brandon | Email