Director Of Operations

Pay: $54,000-$62,000

Benefits: Health Insurance, 3% 401k Match, vacation and sick time, 15 paid holidays

Location: Jacksonville Beach, FL

Mission House is looking for it?s next dynamic professional to support its growing agency. The Director of Operations position will be responsible for all facets of daily operations of the agency. This position will ensure that Program Directors are supported, bookkeeping is in order (working with an outside accounting vendor) as well as have responsibilities in human resources, general office management, grant reporting and IT, and supporting the Executive Team. This position reports to the Executive Director and ensures office management tasks are completed effectively and efficiently to facilitate the operation and delivery of services and programs to Mission House clients and patients. This role will also collaborate directly with the Director of Development to prepare monthly grant financial documents, keep grant reporting deadlines, and prepare other financial documents for grant reports and proposals as needed. The ideal candidate has knowledge of office management activities such as accounts payable, accounts receivable, payroll, and office/facility vendor management, and performs functions professionally and diligently, to ensure smooth operation of the agency?s programs and services. This role is responsible for maintaining complete and accurate records supportive of the mission and vision of Mission House, Inc and is charge with leading the preparation for the agency annual audit. This person will also serve as the onsite point of contact for all IT issues (working with a remote consultant), and bring the agency into the future technologically.

Position responsibilities:

Bookkeeping:

• Processes variety of accounting transactions with external contracted accounting firm, including accounts payable and accounts receivable, in accordance with agency policies and procedures
• Works with Development team to prepare grant report financials for the City of Jacksonville and other grantors on a regular and timely basis
• Performs various clerical payroll and accounting tasks, such as processing payroll, entering payroll data into system, verifying accuracy of figures and computations, balancing and reconciling accounts
• Maintain organized and accurate accounting files on site
• Check and verify accounting data; enter data into computerized system; use system to research questions and generate reports
• Work with CPA firm and accounting firm for annual audit
• Professional written and verbal communication with vendors regarding invoices and billing matters
• Assist in maintaining agency?s financial accounts with Executive Director and Mission House Board of Directors
• Maintain organized and accurate agency records
• Perform related general clerical duties

Grant Document Preparation:

• Ensures the agency Director of Development has all necessary financial documents for grant proposal preparation
• Prepares all monthly, quarterly and annual financial reporting mechanisms for various agency funding streams including grants from the City of Jacksonville, State of Florida and other grantors
• Helps Development department with tracking income and expenses for Grazie Gala and any other fundraisers as they occur

Human Resources:

• Perform variety of skilled administrative and clerical duties directly related to human resources activities
• Maintain employee databases and files
• Process employee status changes
• Assist employees in signing up and/or applying for benefits
• Screen resumes/application forms during hiring process
• Schedule interviews for hiring managers
• Check references during hiring process
• Compile data and prepare routine and special human resources reports
• Provide information to employees on agency policies and procedures

General Office Management/ Executive Coordination:

• Maintain office supply and equipment inventory
• Compiles, records and files all paperwork, licenses and necessary agency procedures in order to ensure seamless transitions among agency department heads
• Schedules all vendor on-site maintenance and inspections for annual compliance (fire systems, backflow unit, etc.)
• Acts as the main agency contact for all vendors on behalf of Mission House.
• Supervise Front Desk Staff ensuring front desk coverage during business hours, Monday? Friday, 9 am ? 5 pm, working with all teams and departments for coverage
• Ensure Executive Director is maximizing efficiency by ensuring all clerical tasks are complete such as keeping the calendar, making appointments, speaking engagements, responding to emails etc.
• Attend meetings with the Executive Director as needed
• Ensures the administrative offices maintain supplies and technology inventory, and remains organized with company property distributed to staff
• In conjunction with ED, ensures all insurance policies are renewed annually.
• All other duties as assigned

IT:

• Work with outside agency to ensure Mission House website is up to date and functioning at all times
• Work with IT consultant to ensure all information systems are working properly
• Act as point of contact for all staff who are experiencing IT issues