Administrative Specialist

Description

Who We Are

Volunteers of America Colorado is a nonprofit, faith-based organization dedicated to helping those in need transform their lives. Through more than 50 distinct human service programs, Volunteers of America changes the lives of more than 140,000 vulnerable Coloradoans each year. VOA services include housing and emergency shelters, hunger and nutrition services, and many other community support programs. Our work touches the mind, body, heart, and ultimately the spirit of those we serve. VOA integrates compassion with highly effective programs that build and strengthen communities.

** The Administrative Specialist is the face of the organization and first point of contact for all visitors, clients, and vendors. This position is responsible for ensuring the efficient operation of the office, managing day-to-day administrative tasks, providing support to the Nutrition program and all other office programs 

Essential Duties and Responsibilities

• Ensure that the senior's voice is heard, and the senior's ideas play a   prominent role in programming.
• Provide professional communication with clients, service providers and the public, projecting a positive image of VOA and providing accurate information about the   services offered.
• Welcome volunteers, vendors, and the public to the office.
• Answer incoming calls.
• Monitor all   emails in the general email inbox, responding or ensuring the email is sent   to the appropriate team member.
• Sort and   distribute incoming mail to each office. Prepare and send mail to clients or   other VOAC departments.
• Manage all   office and janitorial supplies including tracking and ordering of needed   items.
• Schedule all   routine and as needed services for building maintenance such as HVAC, freezer   and Pest Control.
• Ensure office   equipment is operational, arrange for maintenance, any necessary repairs and   equipment supplies.
• Complete review   of invoices, coding to department, and completing the AP transmittal for   approval.
• Maintain a high level of   confidentiality in working with clients and client information.
• Compile statistical data and prepare reports for the Manager, Senior Nutrition Programs and the Associate   Director of Aging and Nutrition Services.
• Maintain   accurate daily records for Congregate and Meals on Wheels clients, including meal   counts.
• Manage the   client reservations and cancellations, sending of daily meal orders.
• Assist in completing the Nutrition Program client annual reassessments by phone as needed. Ensure reassessments are uploaded into appropriate database(s).
• Complete data entry for Aging and Nutrition Services programs as required by funders into the approved database systems.
• Support operational and administrative needs of all programs at the office.

Perform other duties needed to advance program operations, support other members of the team, and fulfill program goals 

Supervisory Responsibilities

On occasion, this position may supervise volunteers 

Working Conditions and Physical Requirements 

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. Occasional driving required completing office errands and supporting the nutrition program.

Position Type and Expected Hours of Work

• Full-time, non-exempt, 40 hours per week.
• 30-minute lunch break.
• Work hours are 8:00am – 4:30pm Monday-Friday.

· In-Office Position.

Location

405 Canyon Avenue Fort Collins, CO 80521

PAY:  $21.50-$22.00/hr

Benefits: eligibility is based on job type/status

Vacation Time

Separate Sick Time

Paid Holidays

Floating Holidays

Personal Days

Volunteer/Wellness Day

Tuition Assistance

Pension Plan

403b Retirement Plan with Agency Match

Health, Dental, Vision, Pet Insurance

Life Insurance

Accident Insurance

Employee Assistance/Work-Life Balance Program

Employee Discount Program

Lifelock With Norton

Public Service Loan Forgiveness

• Volunteers of America is an EEO Employer
• Position Will Remain Open Until Filled
• VISA SPONSORSHIP IS NOT OFFERED FOR THIS ROLE
• Veterans Are Strongly Encouraged To Apply

Employee must be able to perform essential job functions with or without reasonable accommodation and without posing a direct threat to safety or health of self or others. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Employee will perform job according to applied laws. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. If you require a reasonable accommodation to perform this role, please contact HR@VOAColorado.org to begin the Interactive Process.

Requirements

Competencies

• Models core culture attributes of Volunteers of America – Colorado Branch that include “AIRS” (Accountability, Integrity, Respect and Service).
• Models and pursues with vigor Volunteers of America – Colorado Branch three strategic critical virtues of HHS (Hungry, Humble, People Smart).
• Demonstrates Volunteers of America- Colorado Branch qualities expected of all employees that include Adaptability, Performance, and Compliance.
• Sensitive to older adult issues and concerns

Minimum Qualifications of Position

• Minimum of two (2) years office and administrative experience.
• Valid Colorado driver’s license and proof of insurance. Provide and maintain a reliable mode of transportation for all scheduled shifts and can drive safely in all types of inclement weather.
• This position requires a National Sex Offender Public Website check, criminal background check, motor vehicle record check, and Colorado Adult Protective Services check. Offers of employment are contingent upon the results of these checks.

Knowledge And Skills

• Effective communication skills, both written and verbal.
• Excellent organization and planning skills.
• Experience with computer and office equipment, database systems, Microsoft suite applications including PowerPoint, Excel, and Word.

Preferred Qualifications of Position

• Experience with older adults and vulnerable populations in a social service setting.
• Spanish speaking and literacy proficiency a plus