Office Administrator

4 weeks ago

Indianapolis, United States Indianapolis Private Industry Council, Inc. Full time
Job DescriptionJob DescriptionDescription:Overview

EmployIndy guides the local workforce ecosystem and makes strategic investments to remove barriers to quality employment for underserved and underrepresented residents. The vision for EmployIndy is clear: for all Marion County residents to have access to services and training necessary to secure a livable wage and grow in a career that meets employer demand for talent.


The Office Administrator will play a crucial role in ensuring the smooth operation of our office by managing accounts payable and travel arrangements, as well as providing administrative support to various departments within the organization. This position is located at the EmployIndy Downtown office and is required to work in-office Monday-Thursday, with Friday being an optional remote work day.


To be successful in this role you will:

  • Manage accounts payable processes, including invoice processing, payment scheduling, and vendor communications.
  • Maintain accurate records of financial transactions and expenses.
  • Reconcile accounts and resolve any discrepancies in a timely manner.
  • Coordinate travel arrangements for staff members, including booking flights, hotels, and transportation.
  • Process travel expense reports and reimbursements in accordance with organizational policies.
  • Serve as the primary point of contact for travel-related inquiries and support.
  • Support bi-weekly onboarding activities, including scheduling and attending onboarding sessions and coordinating staff equipment assignments
  • Oversee day-to-day office operations, including managing supplies, equipment, and facilities.
  • Maintain office inventory and place orders for office supplies as needed.
  • Assist with scheduling meetings, preparing agendas, and taking minutes when required.
  • Provide general administrative support to staff members and departments as needed.
  • Serve as a liaison between various departments within the organization.
  • Communicate effectively with vendors, contractors, and external stakeholders.
  • Collaborate with team members to streamline processes and improve efficiency in office operations.
  • Perform other duties and projects as assigned.


Organizational Culture

Core Values

Accountability:

  • We are responsible to the organization, our colleagues, our partners, and our community to make decisions that advance our vision.
  • We take ownership to prioritize the work and reliable processes that deliver the greatest impact, address problems as they arise, and ask for help when needed.
  • We strive to be prompt, decisive, and transparent to help foster trust and understanding while embracing change as a path towards efficiency and innovation.

Commitment:

  • We understand how important our role is to achieve our mission and believe our work makes an impact on the organization and community.
  • We commit to regularly reviewing our work as part of the collective team, determining areas of improvement, and celebrating successes.
  • We take ownership of our responsibilities and will display flexibility as needed to achieve the ultimate goals of the organization.

Trustworthiness:

  • We build relationships based on honesty and transparency while approaching our work with integrity.
  • We create a safe, respectful, and inclusive environment where team members can share feedback which promotes a culture of improvement.
  • We support our partners and colleagues using consistent actions, behaviors and attitudes which foster strong relationships and client success.
Requirements:

Education and Experience

  • High school diploma required, Associates degree in applicable field preferred.
  • 2 or more years of office administration experience, preferably in the non-profit or public sector.
  • 2 or more years of accounts payable experience preferred.
  • Experience maintaining and handling confidential information.

Knowledge, Skills and Abilities

  • Results driven to meet the mission, vision, and goals of EmployIndy.
  • Knowledge of financial systems (NetSuite preferred) and Microsoft Office Suite systems.
  • Strong verbal and written communication skills.
  • Ability to analyze data and reach sound conclusions, work under time pressure, and meet deadline
  • Ability to arrange personal transportation to arrive during working hours.
  • Ability to manage projects and develop policies.

Competencies

  • Customer Service: Committed to increasing customer satisfaction, sets proper customer expectations, assumes responsibility for solving customer problems, ensures commitments to customers are met.
  • Organization: Sets priorities, creates goals and timetables to complete required tasks or projects. Tracks progress and makes necessary adjustments to efficiently complete work.
  • Dependability: Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, meets attendance/punctuality requirements.
  • Problem Solving: Breaks down problems into smaller components, can simplify and process complex issues, can identify and understand root cause.
  • Job Knowledge: Understands duties and responsibilities, possesses necessary job knowledge and technical skills, stays current on job knowledge.


EmployIndy grants equal opportunity to all qualified persons without regard to race, color, religion, gender, pregnancy, disability, age, national origin, military service obligations, veteran status, citizenship, sexual orientation, or any other category protected by law. EmployIndy provides equal opportunity in wages, promotions, benefits, and all other privileges, terms, and conditions of employment.

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