Operations Assistant

Apply Job Type Full-time Description 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…