Wesley House Family Services is a nationally accredited not-for-profit organization dedicated to protecting and nurturing children and strengthening families with services spanning Monroe County, Florida. Social services provided by WHFS include: Full case management, Intensive preservation services, Enhanced-in-home services, Intensive family reunification services, Prevention & intervention services, Foster care & adoption services, Health families Monroe and Inez martin child development center.
The Executive Administrative Assistant will be doing
- Completes administrative duties for the Full Case Management staff as assigned:
- Complete Bi-weekly On-call report for Finance in a timely manner or any other supplemental worksheets for payroll.
- Complete Flex Fund Expenditures or Purchase Orders as needed.
- Working directly with vendors for receiving invoices, tracking payments etc.
- Assist with corporate credit expenses as part of reconciliation process.
- Manage Amazon Business account purchases for FCM and Preventions for office supplies as needed, and any items for the clients. This involves a reconciliation process for submitting POs/flex funds with corresponding invoice.
- Process and track SAMH requests with required State funding guidelines, complete full packet to Finance for reimbursement.
- Manage and track Clothing Allowance purchases each year for FCM active client list, with reconciling receipts back to the agency with itemized list of allowable purchases.
- Gift cards/petty cash/bus passes: facilitate and assist if needed FCM and Preventions with completing child expenditure request form to receive gift cards/petty cash/bus passes from Finance and track to receive back Client Signature Form.
- Manage Electronic Purchasing Module for outstanding POs, flex funds with invoices for approval, signatures, and submission to Finance department.
- Assist in processing Diligent Search requests for Full Case Management department when needed.
- Complete and submit reports in a timely manner.
- Create and manage the quarterly On-Call schedule for Case Managers.
- Process client UA results.
- Supervise front desk receptionist, including covering shifts as needed, to ensure full-time coverage of reception area and reception tasks during business hours.
- Manage WH staff apartments, in regard to booking and scheduling housekeeping.
- Assist in assignments to special projects.
Board of Directors:
- Directly manage Board communications including assisting CEO in developing Board agendas and written documents that support Board of Directors meetings and committees. Help to coordinate Annual Board meeting.
- Schedule Board Committee meetings; act as recording secretary for all Board Committees
- Ensure that all licenses and certifications are up to date.
- Establish and maintain effective communication and coordination.
The successful Executive Administrative Assistant candidate will have:
- Bachelor’s degree preferred, or A.A. degree with five years’ administrative experience.
- Demonstrate independent decision making and flexible scheduling.
- Effectively organize and manage the work environment and establish and organize routine office procedures
- Ability to prioritize many tasks and meet deadlines.
- Excellent written and verbal communication skills.
- Demonstrate understanding of personal and client safety.
- Demonstrate appropriately effective oral and written communication skills.
- Demonstrate use of technology in daily work activities.
- Demonstrate proficient use of software programs such as Word, Excel, Adobe, Teams, and Outlook.
- Able to work some evenings as required.
Executive Administrative Assistant Benefits-
- 80% paid medical and dental insurance
- Paid time off
- 12 paid holidays
- Birthday paid day off
- 403(b) with employer match
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- Executive administrative support: 5 years (Required)
Language:
- English (Required)
- Spanish (Preferred)
Ability to Commute:
- Key West, FL 33040 (Required)
Ability to Relocate:
- Key West, FL 33040: Relocate before starting work (Required)
Work Location: In person
