Key administrative position responsible for managing day-to-day Business Office administrative functions including creating and maintaining up-to-date personnel and vendor records, leading the onboarding of new staff and contractors, and managing supply and equipment inventories. 

Office and Forensic Facility Management 

• Ensures office equipment works and is accounted for, manages maintenance of facilities, coordinates, vendors and handles supply procurement.
• Maintains up-to-date computer information systems and inventory of related equipment & software.
• Inventories, orders and maintains office supplies, forensic exam supplies, equipment, client clothing, food, drinks, etc. in accordance with VSC approved budget.  
• Manages and maintains up-to-date agency business licenses, compliance documentation and procurement records.  
• Collects and disseminates agency mail daily.
• Helps troubleshoot computer and cell phone issues and submits agency “helpdesk” requests for agency computer related issues.
• Helps coordinate and resolve facility management issues related to CARE Center forensic exam facilities (Orange, Osceola, Seminole).
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Human Resources Support and Administration 

Leads the onboarding of new staff, contractors and interns.

Creates new employee, contractor, volunteer, and intern files[CR1] , ensures new hire paperwork is completed accurately and timely; distributes employee handbook; provides benefits information and facilitates benefits registration process.

Helps facilitate scheduling of background screenings.

Ensures that proper references and background checks for all employees, volunteers and interns are received and included in the respective personnel record before the first day of employment.

Provides new hires with employee handbooks, benefits information, payroll system access, login credentials, laptop computer, keys, etc.

Creates, updates and maintains all agency human resource and Business Office related forms.

Records Management and Financial Support 

Develops and maintains efficient filing systems for both digital and physical documentation.

Collects new staff, volunteer and vendor information and create related files immediately upon receipt.

Creates, manages and maintains up-to-date personnel files and compliance documents.

Creates and maintains employee profiles in VSC’s online payroll system with up-to-date employee contact information, direct-deposit banking information and federal withholding information. Ensures that required references and background checks for all staff, contractors, volunteers, and interns are completed, received and included in the official personnel file prior to start date and updated annually.

Maintains agency-wide equipment/asset inventory. 

Manages staff, intern and volunteer personnel records.

Processes invoices and supports Operations & Accounting Manager with fund accounting.

Collects in-person payments and issues receipts.

Coordinates cash bank deposits as needed.

Files all payable and deposit records on a weekly basis.

Assists Accounting & Operations Director in preparing for the annual Agency Audit. 

Annually reviews and purges all unnecessary records in accordance with VSC’s records retention policy schedule.

Other 

All other duties to be assigned by Accounting & Operations Director or Executive Director.

Minimum Qualifications 

Associate’s degree and 2 years of similar experience (bachelor’s degree preferred).

Demonstrated outstanding organizational skills

Excellent Communication and Customer Service Skills

Must successfully pass FDLE Level II criminal background check. 

High degree of proficiency in office procedures.

Ability to maintain confidentiality at all times.

Knowledge and practical experience of basic bookkeeping.

Knowledge and practical experience regarding basic computer skills including Microsoft Office Suite and QuickBooks.

Self-starter with the ability to work independently.

Familiar with computer networks and data backup procedures.

[CR2]