Operations Assistant

The Operations 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.

Principal Job Duties

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 candidate 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 Ensure personnel files meet contractual standards. Conduct monthly DCF personnel file audits for CEO. Actively participates in monitorings under the direction of supervisor.

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

3.5.8 Take minutes at Board meetings, type and distribute in a timely manner.

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 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.

Knowledge and Skills

Position requires understanding and/or providing trauma informed services. Position also requires an independent, self-motivated individual with effective communication skills and the ability to remain calm, rational and manage multiple priorities. 

1. Must respect and advance Hubbard House mission.

2. Must possess effective computer literacy skills (Microsoft Office Suite, data entry skills, word processing, Windows-based software programs, client management programs, basic email skills, etc.).

3. Must possess effective oral and written communication skills (includes appropriate telephone, email, and social media etiquette).

4. Must possess effective reading comprehension skills.

5. Must possess strong customer service skills (courteous, friendly, etc.). Requires the ability to identify and solve problems in a calm, logical manner. Problem solving will include cooperative efforts with all internal and external contacts as defined in Working Conditions section.

6. Must be ethical (honest, responsible, accountable, demonstrates integrity).

7. Must be self-motivated, be able to work independently, demonstrate sound judgment, prioritize tasks, manage time efficiently and resources effectively.

8. Must be adaptable (open to feedback, change, new ideas) and be flexible in job tasks within a team format. Ability to be flexible in working hours to address emergency situations, shift coverage, meetings, speaking engagements, and various departmental/agency priorities.

9. Must be able to work within a trauma-informed service delivery system.

10. Ability to work respectfully and professionally. This includes internal and external contacts as defined in Working Conditions section.

11. Ability to uphold Hubbard House policies and procedures.: 

12. All staff are required to successfully complete approved Department of Children and Families (DCF) 30-hour training. For direct service staff, this must be done within ninety days of initial employment and no unsupervised contact with victims will be permitted prior to completion of training and registration with DCF for privilege communication status. Must also maintain annually required approved on-going training.

13. Depending on requirements of specific position, may need to maintain eligibility requirements for Hubbard House, Inc. vehicle insurance coverage.

Working Conditions

Hubbard House leadership is committed to all employees’ professional development and provides opportunities for staff to safely express ideas for growth and improvement for the good of all on the team or within the organization. Hubbard House complies with all federal and state laws associated with equal employment opportunity requirements.

Internal contacts include program participants, volunteers, donors, agency staff, and Hubbard House stakeholders. External contacts may include suppliers, vendors and contract or other agencies/representatives, the Sheriff’s Office, the State Attorney’s Office, project partners, and the community at large.

Work location is clean; fully climate controlled and complies with the Florida Clean Indoor Air Act.

All duties and requirements are essential job functions. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This document does not create an employee contract, implied or otherwise, other than an “at will” employment relationship.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties, responsibilities and skills. I have read and fully understand my job description. By signing below, I agree and understand that I must be able to perform each responsibility set forth above to continue my employment with the organization.

This position requires a 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.

The Operations Assistant must be self-motivated and able to effectively prioritize. This position requires working and communicating in a timely, efficient, professional manner with management, staff, and other local, statewide, and national stakeholders. May collaborate with other support staff on project-based initiatives. They must have strong organizational skills and be detail oriented. Excellent written and oral communication skills a must.

Experience in one or more of the following is a plus: sexual assault or domestic violence programs. Must be able to read, write and speak English; bi-lingual capabilities a plus.

If a driver’s license is required for this position, the following conditions apply: A valid driver’s license and dependable transportation are required. Vehicle insurance must be maintained. Must meet eligibility requirements for Hubbard House, Inc. vehicle insurance coverage.

Due to the serious nature of the Hubbard House mission, must successfully clear background screening: 1) a level-2 background screening which includes a criminal background check through the Department of Family and Children (DCF), Florida Department of Law Enforcement (FDLE), and the National Sex Offender Registry (at a minimum); 2) a motor vehicle report (MVR) is also run against the Division of Motor Vehicles (DMV); and 3) a drug, alcohol, and TB screening. Must be able to produce proof of eligibility to work in the United States (E-Verify).

This is an onsite position.

FULL TIME / NON-EXEMPT

Hubbard House, Inc. follows all federal, state, and local laws.

No phone calls, please.

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