Office Administrator

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. Job Details Position Title: Office Administrator Location: Louisville, KY Status: Full Time, Hourly, Non‑Exempt Program: Administration Reports To: Executive Coordinator 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 Keeps all meeting rooms clean and tidy and works in collaboration with the Executive Coordinator to prep the rooms for external partner meetings Keeps all employee spaces clean and clear (breakrooms, lobby areas) and notifies the office manager when supplies are low Maintains available, up to date, packet materials for respective programs Attends training, as required Assists 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 Qualifications High school education required Completion of courses or curricula in office technology or administrative services is highly desirable Computer literacy required Demonstrated ability to function in a general office capacity with ability to manage many functions at once Demonstrated ability to provide a reasonable combination of the following knowledge, abilities and skills Commitment to the values of VOA Excellent verbal and written communication skills, high degree of organization, and creative problem‑solving skills Reliable transportation, valid driver’s license or KY ID and a satisfactory criminal records check Character alignment with VOA’s five core values of commitment, compassion, diversity, justice, and integrity Benefits Volunteers of America Mid-States offers a rich and robust benefits package to support a healthy work‑life balance, which includes 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 All company‑paid benefits and paid time off effective day one Work Culture Commitment Committee Justice Committee Integrity Committee Compassion Committee Retention Committee EEO Statement 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. #J-18808-Ljbffr Volunteers of America Mid-States