Operations Administrative Assistant
Company: Hubbard House Inc
Posted on: January 25, 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
Position must have strong organizational skills and be detail
oriented. Excellent written and oral communication skills a
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
1.3 Generate staff daily sign-in sheets each month for front
1.4 Manage Data Savers account and company-wide offsite file
1.5 Facilitate office supply ordering system and order supplies as
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
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
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
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
2.1.3 Candidate references
2.1.4 Generate rejection letters and offer letters as
2.1.5 Maintain an organized filing process for all applications,
offer and rejection letters following all necessary retention
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
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
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
2.8 Ensure that 5-year rescreens are completed as appropriate.
2.9 Ensure annual MVR screenings are completed for each
2.10 Ensure that employee files and records are properly
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
3.0 Executive Leadership Administrative Support
3.1 Provide administrative support to CEO and Executive Leadership
3.2 Sort CEO's incoming/outgoing mail, handle and reroute when
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
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
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
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
3.6.1 Take minutes at Board meetings, type and distribute in a
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
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 embracing and promoting trauma informed services
and empowerment-based advocacy. Position also requires an
independent, self-motivated individual with effective communication
skills and the ability to remain calm, rational and manage multiple
priorities. The position requires awareness of feminism and
sensitivity to the societal issues of violence against marginalized
Must respect and advance Hubbard House mission.
Must possess effective computer literacy skills (Microsoft Office
Suite, data entry skills, word processing, Windows-based software
programs, client management programs, basic email skills,
Must possess effective oral and written communication skills
(includes appropriate telephone, email, and social media
Must possess effective reading comprehension skills.
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.
Must be ethical (honest, responsible, accountable, demonstrates
Must be self-motivated, be able to work independently, demonstrate
sound judgment, prioritize tasks, manage time efficiently and
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
Must be able to work within an empowerment-based service delivery
Ability to work respectfully, non-judgmentally, and professionally
with diverse groups of people and various populations in a
culturally competent manner. This includes internal and external
contacts as defined in Working Conditions section.
Ability to uphold and advance Hubbard House non-discrimination
policy: Hubbard House, Inc. does not discriminate on the basis of
race, color, religion, age, national origin, mental or physical
disability/disability status, sex/gender, pregnancy, military
status/status as a veteran, genetic information, citizenship,
immigration status, marital status, sexual orientation, gender
identity, gender expression, limited English proficiency, language
spoken, or other legally protected status.
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
Must maintain eligibility requirements for Hubbard House, Inc.
vehicle insurance coverage.
Leadership is committed to this diversity and to the inclusivity of
all employees with a continuing goal to improve upon each
employee's sense of belonging here and ability to safely express
ideas for growth and improvement for the good of all on the team or
within the organization.
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
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
High school diploma or G.E.D. Some college or specialized training
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
Keywords: Hubbard House Inc, Jacksonville , Operations Administrative Assistant, Administration, Clerical , Jacksonville, Florida
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