Office Administrator

Volunteers of America Mid-States; Louisville (KY); On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Dental coverage

Vision coverage

Short Term Disability

403b retirement plan with company fund

Job summary

Volunteers of America Mid-States is hiring an Office Administrator in Louisville, KY. The role oversees front desk operations, data entry, and coordination with Directors and Program Managers to maintain program standards and accurate documentation per COA requirements.

The position requires a high school education, basic office tech training, and strong communication and organizational skills. You will support various administrative tasks, mail and file management, and assist with meetings and

Qualifications

• High school education is required.
• Computer literacy is required.
• Ability to manage many functions in a general office capacity.
• Excellent verbal and written communication skills, high degree of organization, and creative problem-solving abilities.
• Must have reliable transportation and valid KY ID or driver's license.
• Commitment to VOA values and mission.
• Satisfactory Criminal Records Check.

Responsibilities

• Represents VOA values in interactions with partners, coworkers and clients.
• Operates office equipment such as copy machines, fax machines, and computers.
• Answers telephones and takes messages or provides information.
• Keeps mail organized and distributed to employees.
• Organizes and maintains general administrative files and records.
• Manages administrative functions and ensures program standards compliance.
• Prepares meeting rooms for external partner meetings in collaboration with the Executive Coordinator.
• Maintains clean employee spaces and notifies when supplies are low.
• Maintains up-to-date program materials packets.
• Attends required trainings.
• Assists with restorative justice and veteran services grant duties as assigned.
• Manages entrances and notifies when issues arise.
• Handles signature for UPS packages and mailbox checks for VOA employees.
• Faxing required documents to property agencies/authorities.
• Orders flower arrangements as needed.
• Uploads invoices into DocLink under supervision.

Skills

Verbal communication

Written communication

Organization

Problem solving

Multitasking

Reliability

Education

High school diploma

Office administration courses

Tools

Copier/Fax/Printer

Job description

Introduction

Volunteers of America Mid-States (VOA) is a non-profit organization serving four states. Our mission is to create positive change in people’s lives and strengthen communities. We provide housing for families, veterans, and low‑income seniors. We also offer care and support for people with developmental disabilities, promote restorative justice, and provide free HIV testing and education. Founded in 1896, “volunteer” once meant anyone who served others as their life’s work. Today, our paid, mission‑driven staff continues that tradition by helping people thrive. At VOA, flexibility, teamwork, and a sense of fun are part of our culture. We also offer a full benefits package for eligible employees.

POSITION TITLE: Office Administrator

LOCATION: Louisville, KY

STATUS: Full Time, Hourly, Non-Exempt

PROGRAM: Administration

REPORTS TO: Executive Coordinator

Benefits

Volunteers of America Mid-States, offers a rich and robust benefits package the supports a healthy work life balance, which include the following:

Health and Wellness

• Employee Assistance Plans (EAP)
• Health and Wellness Program
• Medical Coverage
• Dental Coverage
• Vision Coverage
• Flexible Spending Account
• Health Spending Account
• Short Term Disability
• MetLife Legal Plans

Financial Wellbeing

(National Health Corp & Public Service Loan Forgiveness)

• Competitive Compensation Packages
• Life Insurance (company paid)
• 403b retirement plan with company fund matching
• Employee discounts
• Loan forgiveness options through federal programs
• All company paid benefits and paid time off effective day one

Work Culture

• Commitment Committee
• Justice Committee
• Integrity Committee
• Compassion Committee
• Retention Committee

Job Summary

The Office Administrator is responsible for managing the front desk, including answering the door and phone. Working with the Directors and individual Program Managers, the Office Administrator will ensure program standards are met and that accurate documentation is maintained in accordance with the requirements of COA. The Office Administrator is responsible for assisting in entering data, communicating when clients/volunteers are in the building, copying and assisting with files.

Responsibilities

• Represents VOA values in interactions with community partners, coworkers and clients
• Operates office equipment such as copy machines, fax machines, and computers
• Answers telephones and takes messages or provides appropriate alternate service information.
• Ensures that mail is organized and provided to current employees in a timely manner.
• Organizes and maintains general administrative files and records.
• Manages the administrative functions of the office and keeps the office in compliance with VOA Program Services standards.
• Keep all meeting rooms clean and tidy work in collaboration with the Executive Coordinator to prep the rooms for external partner meetings
• Keep all employee spaces clean and clear (breakrooms, lobby areas) and notifying the office manager when supplies are low
• Maintains available, up to date, packet materials for respective programs.
• Attends training, as required.
• Assist with restorative justice and veteran services grant duties as assigned by program leaders and supervisor.
• Controls the main and employee entrance for the office and notifies the office manager if any issues with the entrances.
• Provides signature for UPS packages during shifts as well as checking the main mailbox as long as it is a VOA employee from any office location and notifies the individual they have a package to pick up.
• Responsible for faxing required documents to the property agencies/ authorities.
• Orders flower arrangements as needed
• Uploads invoices into doclink under the direction of the Executive Coordinator

What You Must Have

• The position requires a high school education.
• Completion of courses or curricula in office technology or administrative services is highly desired.
• Computer literacy is required.
• Demonstrated ability to function in a general office capacity with the ability to manage many functions at once mandatory.
• Requires a demonstrated ability to provide a reasonable combination of the following knowledge, abilities and skills
• Must have a commitment to the values of VOA.
• Excellent verbal and written communication skills, high degree of organization, and creative problem-solving skills
• Must have reliable transportation, valid driver’s license or KY ID and a Satisfactory Criminal Records Check.
• Character: We hire, fire, and promote based on our five core values of commitment, compassion, diversity, justice, and integrity. These values run through our entire culture so it’s important to us that you truly believe in these values too.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.