Office Management Assistant

Office Management Assistant

Join our team at FSS and enjoy comprehensive benefits including but not limited to:

• Tuition Reimbursement
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Well-Being Program
• Paid Time Off (PTO)
• Bereavement Leave
• 12 Paid Holidays
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Short & Long-Term Disability Coverage
• Employee Discounts
• 401k Plan with 3% Employer Contribution

The mission of Family Support Services of North Florida is to be the leader in providing safety, stability, and quality of life for all children by working with the community to strengthen the family unit.

Job Summary: 

This position will provide daily support to the Office Management & Fleet Supervisor while assisting visitors and departments located in Pinellas County case management suite of Family Support Services. Responsibilities include, but are not limited to: greeting guests, scheduling conference rooms, processing monthly finance documentation, answering phones, assisting with coordination of vehicle maintenance, providing customer service, submitting requests for building maintenance, ordering/stocking office supplies, overseeing conference registration/travel, and handling mail. The position will take on additional office management duties as directed by the Office Management & Fleet Supervisor, Business Office Manager and/or V.P. of Human Resources.

Job Duties: 

• Serves as administrative support for the Office Management & Fleet Supervisor and assists visitors/clients at the FSS case management suite in Largo
• Provides outstanding customer service to clients, partner agencies and team members. This includes assisting in-office visitors, and ensuring deliveries/mail/calls are properly routed
• Assists in routine fleet management documentation & coordination of maintenance as directed by Supervisor
• Completes duties related to office management such as ordering/stocking office supplies, maintaining staff contact lists, scheduling conference rooms, requesting building maintenance, and supporting administrative functions.
• Serves as primary contact for conference travel including registration, lodging and arranging transportation
• Assists in administrative projects relating to various needs of the agency; also completes assignments as directed by the Business Office Manager or V.P. of Human Resources.
• Submits pertinent documents to the finance department on a routine basis.
• Perform other duties as assigned.

Minimum Qualifications  

Education: High school diploma or GED required. 

Experience: Three or more years of experience in a clerical, administrative or related field 

Licensure, Certification, and/or Registration: Valid driver’s license. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The qualifications 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.   

Ability to: 

• Represent self and the organization in a professional manner  
• Work independently with little direct supervision 
• Think and write creatively 
• Assess a situation and make appropriate recommendations/decisions 
• Research, organize and analyze data 
• Solve problems and to think through critical, time sensitive issues 
• Establish and maintain relationships 
• Work collaboratively with staff at all levels in the organization 
• Follow through on commitments, projects and responsibilities 
• Speak effectively before small and large groups 
• Calculate figures and amounts 
• Maintain confidential information 

Knowledge of: 

• State, Federal and local employment laws 
• Recruitment and retention practices 

Skills: 

• Strong Written and Verbal Communication   
• Strong follow-up and follow through 
• Strong organizational and time management  
• Proficiency in Excel and Microsoft Word  

Other Requirements:  

• Clear a Level II Background screening (Live Scan) in which your fingerprints will be used to conduct the screening. Please see the link with further details: https://info.flclearinghouse.com
• Positive reference checks 
• Clear a local background check from the County in which you reside 
• Clear a substance abuse screen 
• Provide a copy of all degrees prior to your first day of employment 
• Clear a Motor Vehicles Records check and must be insurable under the company’s automobile policy.
• Provide copy of automobile insurance.
• Provide proof of and maintain a minimum personal auto liability insurance level $100,000/$300,000 if deemed to be a driving risk
• Clear an E-Verify check to substantiate that the successful candidate meets the Department of Homeland Security authorization requirements to work in the United States (for more information visit www.dhs.gov/e-verify) 

FSS is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. FSS is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If you require a reasonable accommodation in completing an application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Human Resources at [email protected].