Responsible for providing clerical and administrative support to the Florida Network Office.
This is a full time professional, non-exempt position that provides administrative and clerical support to the Florida Network staff and operations.
Essential Duties and Responsibilities:
The following items are included in the essential duties and responsibilities for this position. Other duties may be assigned as needed:
Provides administrative support to the Florida Network office
Ensures all phone calls are answered and redirected accordingly. Retrieves, responds, and/or forwards voicemail messages left on main phone line
Ensures guests are warmly welcomed and made to feel comfortable
Maintains and manages the professional appearance of the lobby and common areas at all times
Processes all incoming mail daily, which includes checks and invoices for various staff
Runs errands as needed
Assists with printing and copying for all Florida Network staff
Manages office supplies and equipment
Stocks work room with necessary supplies
Orders and manages office supplies for staff
Ensures all office supplies and equipment are purchased at the lowest rates possible and uses coupons/discounts when available
Ensures all office supplies and equipment receive quotes from PRIDE and RESPECT when applicable, per the Florida Network Policy & Procedure guidelines
Obtains necessary quotes for office equipment
Maintains all general use office and work room equipment- (PolyCom, phones, mail machine, copier, etc.)
Provides organizational support to Florida Network Staff
Assists in meeting/event preparation and execution
Provides miscellaneous staff support, including travel arrangements, special projects, etc.
Attends staff meetings
Engages in special projects as directed
Coordinates vendor communication with CFO
Other duties as assigned by the COO
Manages office files and lists
Maintains office distribution and contact lists
Maintains and keeps organization files, documentation and other important records up-to-date and current
Manages and maintains office Resource Guide
Archives and files office correspondence and documents
Assists in document maintenance and filing
To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
A minimum of a Bachelor’s degree and two years’ experience in general office work is required. Administrative or other related experience may be substituted for degree, upon the discretion of the CEO. Must be able to work from a desktop personal computer and be very competent in Microsoft Office, and ideally possess knowledge or skills in SharePoint.
Excellent communications skills (verbal and written) are essential. A solid knowledge of the rules of grammar and punctuation are required. Must be able to maintain pleasant and professional communication skills with many types of people.
Must be able to prioritize work tasks, phone calls, mail and faxes. Must be able to break down complex tasks/projects into measurable objectives with logical time progression. Utilize Independent judgment in daily tasks. Must be able to manage own duties and responsibilities on a fixed schedule without the need for direction or assistance in prioritization. Must be willing to produce work of the highest quality and fully committed to service – by responding quickly, kindly, and accurately to our customers (colleagues, members, funders, clients, etc.) and to see their needs through to resolution.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This employee may be called upon to work irregular hours due to responsibilities that require out-of-town travel to attend functions as necessary, or for other reasons. Occasional lifting, up to 20 pounds of force occasionally may be required to move objects while performing the duties of this position.
Normal office environment with little exposure to excessive noise, dust, temperature, and the like.
Extended viewing of CRT screen.
Additional Salary Information: The Florida Network currently* provides 100% of cost of individual health insurance (Capital Health Plan), 100% of cost for individual dental insurance, provides both matching and direct contributions for retirement, and competitive leave and holiday *Benefits are subject to change based upon budgetary constraints
About Florida Network of Youth and Family
The Florida Network of Youth and Family Services, Inc. (the Florida Network) is a not-for profit statewide association representing 29 agencies that serve homeless, runaway and troubled youth ages six and older and their families. We currently have 14 employees. The Florida Network currently provides 100% of cost of individual health insurance (Capital Health Plan), 100% of cost for individual dental insurance, provides both matching and direct contributions for retirement, and competitive leave and holiday.