Administrative Assistant

PAC1011PACE; Jacksonville (FL); On-site; USD 40,000 - 43,000; Full time

Job summary

Pace Center for Girls in Jacksonville, FL is seeking an Administrative Assistant to provide support to the Executive Director, staff, and board activities. The role requires punctual, organized, and professional handling of office operations.

Responsibilities include managing communications, coordinating events, maintaining records, processing invoices, and supporting program activities. Must have a High School diploma or GED, at least one year in an office environment, and a Florida driver's

Qualifications

• High School Diploma or GED
• Minimum one year experience in an office environment
• Ability to work efficiently using personal computer, MS Word, Excel, database software, and all office equipment
• Current Florida driver’s license

Responsibilities

• Greet visitors in a professional manner and provide timely and courteous service.
• Assist with planning, coordinating, and implementing special events and activities.
• Create and publish documents using office software and desktop publishing tools; assist with social media.
• Coordinate center operations and safety inspections/drills for students, staff and visitors.
• Document and report needed repairs and ensure timely completion.
• Maintain inventory of supplies and reorder as needed.
• Maintain medication log and administer medications as prescribed.
• Enter data into Pace systems.
• Process accounts payable/receivable invoices and reconcile petty cash; make deposits.
• Process National School Lunch Program paperwork for the center.
• Coordinate preparations for fundraisers and donor/volunteer recognition programs.
• Coordinate volunteer schedules and duties.
• Sort mail and prepare correspondence; provide back-up to other administrative functions.

Skills

Organizational skills

Communication

Time management

Multi-tasking

Education

High School Diploma or GED

Tools

MS Word

Excel

Database software

Office equipment

Job description

Pay: $20.00 / hour
Position Type: Full-Time (40 hours/week)
Schedule: Monday-Friday 7:30am-4:00pm

Summary

At Pace we transform girls’ lives through academic and counseling programs based on a gender-responsive, strength-based and trauma informed framework. Team members create a safe place for girls to learn, process, heal and begin again.

This position is responsible for providing administrative support for the Executive Director, staff, and board activities.

Qualifications and Education Requirements

Required

• High School Diploma or GED
• Minimum one year experience in an office environment
• Ability to work efficiently using personal computer, MS Word, Excel, database software, and all office equipment
• Current Florida driver’s license

Roles and Responsibilities

• Assures all visitors to the Center, in person or by phone, are greeted in a professional manner and are provide timely and courteous service. Maintains an orderly environment in work and common areas.
• Assists with planning, coordinating, and implementing special events and activities.
• Uses office business applications/software and desktop publishing software to create and publish documents exemplify a favorable public image for Pace. Assists with social media.
• Coordinates efforts to assure efficient center operations and health and safety of students, staff, and visitors by completing facility, vehicle and sanitation and other safety inspections and drills on a regular basis.
• Documents and reports needed repairs and assures completion in a timely manner.
• Maintains and safeguards inventory of supplies and equipment and orders supplies to replenish inventory as needed.
• Maintains medication log and administers medications to students are prescribed and directed
• Enters data into Pace systems.
• Processes accounts payable/receivable invoices.
• Processes all check payment reporting and reconciles and replenishes petty cash. Makes bank deposits.
• Process the National School Lunch Program paperwork (center specific).
• Coordinates preparations for fundraisers, ceremonies, or extracurricular activities; processes all incoming donations and assists with donor and volunteer recognition programs.
• Coordinates volunteer schedules and duties.
• Reads and directs incoming mail; composes and typing of routine correspondence; prepares out-going mail and correspondence, including e-mail and faxes.
• Is crossed trained and provides back up to additional administrative functions.
• Performs miscellaneous duties as assigned.

Additional Qualifications and Requirements

• Must adhere to the Pace Center for Girls Values and Guiding Principles and upholds the ethical standards of the Agency
• Follows mission, values and principles, policies, and procedures of the Pace Center for Girls

This position requires a Level II pre-employment background screening pursuant to Chapters 435, 984, 985 and 943, Florida Statutes, and the Department of Juvenile Justice policy and procedures. Additional information is available through the Care Provider Background Screening Clearinghouse Education and Awareness website: https://info.flclearinghouse.com