Administrative Assistant - Admin Office

SUMMARY:

The Administrative Assistant at Volunteers of America Michigan (VOAMI) is an at-will position reporting directly to the Executive Administrator/Board of Directors (BOD) Liaison. This role serves as the first point of contact for VOAMI employees and customers seeking assistance from the administrative offices. The Administrative Assistant is responsible for delivering superior customer service both in person and over the phone, managing front desk operations, answering phones, processing payroll, maintaining office supplies, arranging hospitality for meetings, coordinating with property management, and performing general office and administrative duties to ensure smooth operations. Additional responsibilities include coordinating shared resources and providing broad administrative support across all departments.

ESSENTIAL JOB FUNCTIONS:

• Present a professional and positive image as the first point of contact in the administrative office and during phone interactions.
• Answer agency phones, address inquiries, resolve issues, and refer calls as necessary.
• Execute and process agency-wide payroll accurately and timely; serve as the primary point of contact for employee payroll questions.
• Maintain compliance requirements, including emergency drills, equipment maintenance, evacuation maps, and required workplace signage.
• Coordinate furniture requests, room assignments, and floor planning.
• Manage communication with the landlord, including submitting and tracking maintenance requests.
• Perform general office duties, including:
• • Mail distribution and postage for on-site and off-site locations.
  • Inventory and distribution of office equipment; maintain documentation for equipment use.
  • Serve as an information hub for employees.
  • Maintain an accurate and current agency phone directory.
  • Ensure office safety, cleanliness, and availability of informational materials.
  • Monitor and replenish office and kitchen supplies.
• Manage inventory and distribution of new hire apparel and materials.
• Record petty cash transactions and process payments and deposits.
• Process office supply orders for administrative departments.
• Monitor building entry points and enforce security protocols:
• • Verify identification of visitors, contractors, and vendors.
  • Observe and report suspicious activity.
  • Respond to minor incidents per safety procedures.
  • Support emergency procedures and assist staff as directed.
• Maintain logs for building access, equipment distribution, and after-hours entry.
• Assist with special meetings, including setup and hospitality.
• Provide backup support for administrative departments (e.g., filing, data entry).
• Assemble and distribute materials for BOD meetings and Health & Safety trainings.
• Maintain records in compliance with industry standards and legal requirements.
• Adhere to attendance and all VOAMI policies and procedures.
• Assist with special projects and perform other job-related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Analytical and problem-solving abilities.
• Proficiency in Microsoft Office Suite and related software.
• Positive attitude and high-energy personality.
• Commitment to exceptional customer service and VOAMI’s mission.
• Ability to maintain confidentiality and present a professional demeanor.
• Respectful and courteous interactions with callers, clients, and staff.
• Strong interpersonal skills and ability to build relationships across departments.
• Ability to multitask and work independently with minimal supervision.
• Flexibility to work occasional evenings or early mornings.
• Ability to travel occasionally.

REQUIRED EDUCATION AND EXPERIENCE:

• High School Diploma or GED required.
• Associate’s degree in a related field preferred.
• Minimum of 2 years of administrative support experience; payroll experience strongly preferred.

ESSENTIAL REQUIREMENTS:

Physical Requirements:
Ability to sit, stand, walk, talk, see, hear, use hands and fingers for keyboarding, and drive. Must occasionally lift up to 25 pounds. Reasonable accommodations available upon request (HumanResources@voami.org).

Environmental Requirements:
Work is performed on-site with frequent computer use. May involve individual and team assignments. Occasional exposure to behavioral or medical events that could pose physical hazards.

Other Requirements:
Valid Michigan driver’s license and insurable driving record. Ability to work varied shifts and attend mandatory meetings and trainings

VOAMI is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics.