Office Administrator

About the role

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.

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; 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