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Office Manager

2 months ago

Hilliard, United States Florida Sheriffs Youth Ranches Full time
Job DescriptionJob Description

Do you have a heart for ministry and a love for children? Do you want your efforts to contribute to a greater purpose of making a difference in the lives of disadvantage youth? Our vision is to develop young men and women who, because of the Florida Sheriffs Youth Ranches, are able to face the future with a sense of direction, ability and hope. Come join our team today 

SUMMARY

The Office Manager works with and assists the Camp Director and the Director of Camping Services in assuring that proper accounting methods are used; that established purchasing procedures are followed; that attendance and leave records are maintained in accordance with written policy; and that all program assets, both fixed and current are accounted for properly.  Additionally, the Office Manager provides secretarial support to the program and agency as needed. The Office Manager monitors the budget expenditures and alerts the Camp Director and the Director of Camping Services as to problem areas. The Office Manager is directly responsible to the Camp Director. This position is eligible for overtime pay.

EDUCATION AND EXPERIENCE REQUIREMENTS

The person filling this position must have a High School diploma and at least 3 - 5 years’ work experience in an accounting or clerical position with “hands on” use of computers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and responsibilities are given as examples of the various types of work performed in this position.  Other duties and responsibilities may be assigned.

  1. Coordinates purchases:
  • Assures that requests for purchases have been properly approved.
  • Issues purchase orders.
  • Verifies invoice extensions and totals.
  • Obtains approval for payment.
  • Matches all information regarding purchase (invoices, purchase orders, freight tickets, and receiving reports).
  • Assigns account numbers and vendor numbers for all vouchers.
  • Completes voucher forms as prescribed by the Accounting Department.
  • Forwards completed vouchers and supporting documentation to the Accountant.
  • Maintains a numerical file on all purchase orders.
  • Maintains a file on all unfilled purchase orders.
  • Maintains a program file on all vouchers submitted to the Accountant for payment.
  1. Maintains petty cash:
  • Issues reimbursement for properly prepared and approved requests.
  • Receives and prepares deposits of monies due the program.
  • Forwards cash receipts form, adjusting journal entry, and monies to the Accountant for processing and deposit.
  • Requests petty cash reimbursements as needed.
  • Forwards completed voucher form and supporting documentation to the Accountant for processing and payment.
  1. Submits vehicle service reports to the Main Office Business Manager.  Prepares and submits information for the Monthly Vehicle Report to the Main Office Business Manager.
  2. Checks monthly vehicle logs and forwards the commuting mileage report to the Main Office Business Manager.
  3. Prepares payroll information:
  • Obtains and forwards all information relative to payroll to the Human Resources department.
  • Maintains payroll printouts.
  • Answers questions regarding payroll and attendance and leave.
  • Receives all approved requests for leave and time sheets, checks for accuracy, and forwards to the Human Resources department.
  1. Responsible for miscellaneous assigned campus credit cards:
  • Visa
  • Store Charge Cards
  • Gas Cards
  1. Responsible for obtaining and forwarding all personnel information to the Human Resources department:
  • Maintains program personnel files.
  • Answers questions regarding personnel matters.
  • Ensures that all the necessary paperwork for applicants is collected and complete in order to start the background screening process.
  • During the background screening process, answers inquiries and contacts the applicant with the aid of the supervisor when needed.
  • Ensures that personnel documents on new employees, salary changes and terminations are forwarded to the Human Resource department on a timely basis.
  • Ensures all files are completed and ready for CQD reviews.
  1. Responsible for performing secretarial duties:
  • Possesses alertness and enthusiasm as the primary receptionist.
  • Maintaining a high level of hospitality and attentiveness to make all callers and visitors feel welcomed and informed of Youth Ranches services.
  • Demonstrates attentiveness and responsibility with regards to all mail ensuring proper delivery to staff.
  • Exhibits determination and thoroughness in processing program service packets and endurance to ensure correspondence and paperwork for all youth is completed in a timely manner, including: Request for Services, Summer Camp, Census, admissions and other required documentation as needed.
  • Takes initiative to ensure timely completion of necessary reports and pending correspondence, ensuring that guidelines and procedures set forth in the Family Services Operations Manual are followed with related outlines and forms.  Displays orderliness and thoroughness in serving as the primary meeting reservationist for the various agency meetings held at Camp.

Job Type: Full-time 

Pay: $16.00 per hour

Benefits:

  • 401(k) Plan with up to 4% company match
  • Annual Leave and Sick Leave
  • 11 Paid Holidays
  • Medical, Dental, and Vision Insurance
  • Company paid Long Term Disability, and Life Insurance 2x annual salary
  • Health savings account, supplemental life insurance, short term disability, and Aflac products available
  • Employee Assistance Program
  • Eligible for Public Service Student Loan Forgiveness Program

We have a very extensive and strict background screening process. We are an equal opportunity employer and a drug free workplace.

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