Office Administrator

VOA Mid-States; Louisville (KY); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Dental coverage

Vision coverage

403b retirement plan with company fund

Life insurance

Employee discounts

Loan forgiveness options through fed. 

Paid time off from day one

Job summary

Volunteers of America Mid-States (VOA) is a nonprofit serving four states, seeking an Office Administrator to manage the front desk, handle communications, and maintain program documentation in line with COA standards.

You will work with Directors and Program Managers to ensure standards are met, assist with data entry, and coordinate files and mail efficiently. A strong commitment to VOA values is essential.

Qualifications

• High school education is required.
• Completion of office technology or administrative services courses is highly desirable.
• Computer literacy is required.
• Ability to multitask in a general office environment is mandatory.

Responsibilities

• Represent VOA values in interactions with community partners, coworkers and clients.
• Operate office equipment such as copy machines, fax machines, and computers.
• Answer telephones and take messages or provide information.
• Ensure mail is organized and provided to current employees in a timely manner.
• Organize and maintain general administrative files and records.
• Manage administrative functions and keep the office compliant with VOA standards.
• Prepare meeting rooms for external partner meetings in collaboration with the Executive Coordinator.
• Keep employee spaces clean and report low supplies to the office manager.
• Maintain up-to-date program packet materials.
• Attend required trainings.
• Assist with restorative justice and veteran services grant duties as assigned.
• Control main and employee entrance and notify of issues.
• Handle signature for UPS packages and monitor main mailbox for VOA employees.
• Fax required documents to property agencies/ authorities.
• Order flower arrangements as needed.
• Upload invoices into doclink under the direction of the Executive Coordinator.

Skills

Computer literacy

Verbal communication

Written communication

Multitasking

Education

High school diploma

Office technology courses

Job description

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.

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

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

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.