Office Manager

Pay: $18.83 - $22.41 per hour

Job description:

POSITION TITLE: Office Manager

REPORTS TO: Accounting & Operations Director

CLASSIFICATION: Full Time/Non-Exempt

POSITION DESCRIPTION: Key administrative position responsible for managing day-to-day Business Office administrative functions including creating and maintaining up-to-date personnel and vendor records, leading the onboarding of new staff and contractors, and managing supply and equipment inventories.

PERFORMANCE RESPONSIBILITY:

Office and Forensic Facility Management

• Ensures office equipment works and is accounted for, manages maintenance of facilities, coordinates, vendors and handles supply procurement.
• Maintains up-to-date computer information systems and inventory of related equipment & software.
• Inventories, orders and maintains office supplies, forensic exam supplies, equipment, client clothing, food, drinks, etc. in accordance with VSC approved budget.
• Manages and maintains up-to-date agency business licenses, compliance documentation and procurement records.
• Collects and disseminates agency mail daily.
• Helps troubleshoot computer and cell phone issues and submits agency “helpdesk” requests for agency computer related issues.
• Helps coordinate and resolve facility management issues related to CARE Center forensic exam facilities (Orange, Osceola, Seminole).

Human Resources Support and Administration

• Leads the onboarding of new staff, contractors and interns.
• Creates new employee, contractor, volunteer, and intern files, ensures new hire paperwork is completed accurately and timely; distributes employee handbook; provides benefits information and facilitates benefits registration process.
• Helps facilitate scheduling of background screenings.
• Ensures that proper references and background checks for all employees, volunteers and interns are received and included in the respective personnel record before the first day of employment.
• Provides new hires with employee handbooks, benefits information, payroll system access, login credentials, laptop computer, keys, etc.
• Creates, updates and maintains all agency human resource and Business Office related forms.

Records Management and Financial Support

• Develops and maintains efficient filing systems for both digital and physical documentation.
• Collects new staff, volunteer and vendor information and create related files immediately upon receipt.
• Creates, manages and maintains up-to-date personnel files and compliance documents.
• Creates and maintains employee profiles in VSC’s online payroll system with up-to-date employee contact information, direct-deposit banking information and federal withholding information.
• Ensures that required references and background checks for all staff, contractors, volunteers, and interns are completed, received and included in the official personnel file prior to start date and updated annually.
• Maintains agency-wide equipment/asset inventory.
• Manages staff, intern and volunteer personnel records.
• Processes invoices and supports Operations & Accounting Manager with fund accounting.
• Collects in-person payments and issues receipts.
• Coordinates cash bank deposits as needed.
• Files all payable and deposit records on a weekly basis.
• Assists Accounting & Operations Director in preparing for the annual Agency Audit.
• Annually reviews and purges all unnecessary records in accordance with VSC’s records retention policy schedule.

Other

• All other duties to be assigned by Accounting & Operations Director or Executive Director.

Minimum Qualifications

• Associate’s degree and 2 years of similar experience (bachelor’s degree preferred).
• Demonstrated outstanding organizational skills
• Excellent Communication and Customer Service Skills
• Must successfully pass FDLE Level II criminal background check.
• High degree of proficiency in office procedures.
• Ability to maintain confidentiality at all times.
• Knowledge and practical experience of basic bookkeeping.
• Knowledge and practical experience regarding basic computer skills including Microsoft Office Suite and QuickBooks.
• Self-starter with the ability to work independently.
• Familiar with computer networks and data backup procedures.

Preferred Qualifications

• 2 years Office Management experience
• Prior experience in Human Resource Management and onboarding procedures
• Bilingual English Spanish

ADA Compliance

Physical Ability: tasks involve ability to exert light physical effort in sedentary to light work, but which may involve some carrying, pushing and/or pulling of objects and materials of light weight (5-20 lbs.) Tasks may involve extended period at the keyboard or workstations.

Sensory Requirements: some tasks require visual perception and discrimination. Some tasks require oral communication ability.

Environmental Factors: tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust pollen, odors, wetness, humidity, rain, fumes, temperature and noise, extremes, machinery, vibration, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.

Benefits:

• 401(k)
• Health insurance
• Vision insurance

Work Location: In person