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Office and Administration

Office Administrator

Hope House Colorado
Posted: 06/01/2022
Salary/Range: $36,000-$44,000
Arvada, CO

Mission Statement: Hope House of Colorado empowers parenting teenage moms to achieve personal and economic self-sufficiency and to understand their significance in God’s sight, resulting in a healthy future for them and for their children.

Position Title: Office Administrator

Exemption Status: Salaried Non-Exempt

Reports To: Director of Operations

Salary Range: $36,000-$44,000

Department: Operations

Benefits Eligibility: Eligible

Work Environment: This role is expected to work 40 hours/week on the HHC campus, except when offsite for HHC work-related purposes. Existing schedule is 8 hours per day Monday – Friday; however, this role will be required to work some scheduled evenings.

Position Summary: The Hope House Colorado Office Administrator (OAd) will oversee office administration and building management to ensure effective daily operation and excellent environment standards are maintained. The OAd will provide administrative and project-based support to the Director of Operations (DoO) in the areas of operations, facilities, finance, human resources, and information technology.

Essential Duties/Responsibilities:

Operations & Facilities

Coordinate office/administrative staff and schedules, ensuring consistent coverage of the reception desk and completion of the Front Desk Daily Checklist
Primary point of contact for office volunteers – train, supervise, direct and appreciate their efforts
Oversight of all aspects of custodial care, including vendor relationships and schedules
Ensure operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new office equipment, and act as a point of contact for troubleshooting
Manage office phone system, including updating staff extension lines, greeting messages, and voicemail recordings
Oversee office supply inventory and coordinate supply orders
Identify, implement and maintain office processes for efficient operations
Assist DoO with management of vehicles, including intake of donated vehicles, registration renewals, and insurance renewals
Support DoO in implementing organizational safety & security plans
Manage key cards, security alarm codes, and physical keys
Manage facility maintenance software (Brightly) ensuring preventative maintenance items are entered into the system for timely upkeep

Oversee monthly expense report reconciliation, ensuring reports are completed as required, all corresponding receipts are attached, and all charges are tied to the correct expense accounts
Maintain timely and accurate vendor payments through appropriate payment channels
Set up invoiced payments with external vendors in accordance with HHC Accounts Payable procedures
Prepare and make bank deposits
Appropriately file financial records according to HHC Finance and Record Retention Policies
Assist in assigned month-end reconciliations
Human Resources

Manage job postings through Paylocity and external job posting sites
Assist with operational pieces of onboarding new employees and offboarding outgoing employees
Maintain assigned staff charting and documentation
Support DoO in communicating all required HR information to staff

Support DoO in relationship and work with HHC’s IT provider
Manage email users, groups, and resources and their accompanying calendars
Provide technology projects support
Maintain technology hardware inventory, including proper disposal of old/nonfunctioning devices
Point of contact for employee troubleshooting

Attention to Detail – diligently attends to details and pursues quality in accomplishing tasks.
Accountability & Dependability – takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.
Results Focus & Initiative – focuses on the results and desired outcomes and how best to achieve them. Gets the job done.
Self-Management – manages own time, priorities, and resources to achieve goals.
Interpersonal Savvy – Relates well to all people; builds appropriate rapport and uses diplomacy and tact to diffuse even high-tension situations comfortably.
Action Oriented – Enjoys working hard; is action oriented and full of energy to take on challenges
Decision Making & Judgment – makes timely, informed decisions that take into account the facts, goals, constraints, and risks.
Creative & Innovative Thinking – develops fresh ideas that provide solutions to all types of workplace challenges.
Ethics & Integrity – earns others’ trust and respect through consistent honesty and professionalism in all interactions.
Problem Solving – resolves difficult or complicated challenges
Supervisory Duties: None

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit, stand, and walk as well as bend, squat, and climb stairs. The employee must occasionally lift and/or move up to 25 pounds.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this position. We are a team and support each other in all ways necessary to continue working toward the HHC mission.

Benefits: HHC benefits are available to employees who consistently work a minimum of 24 hours a week, therefore this position is eligible for benefits. Benefits offered are subject to change at HHC’s sole discretion.

Health Benefits: Employees may elect medical, dental, vision & life insurance plans.
Simple IRA: Employees may choose to make salary reduction contributions through HHC’s Simple IRA plan and HHC will match the employee’s contribution up to a maximum of 3% of the employee’s annual salary.
Paid Time Off (PTO):

Vacation: Upon hire, employees earn 6 hours of vacation per paycheck up to 120 hours (3 weeks) in a year. Accruals are adjusted to increase vacation earned per hours worked based on length of employment with HHC.
Holidays: HHC observes eleven (11) holidays throughout the year for which salaried employees get paid according to the nationally recognized observation day for each holiday. In addition, salaried employees are currently gifted either the week of Christmas or the week of New Year’s off, to be scheduled at the discretion of their supervisor.
Sick Leave: HHC provides eligible employees with Paid Sick and Safe Leave (PSSL) and Public Health Emergency Leave (PHEL) in accordance with the requirements of Colorado’s Healthy Families and Workplaces Act (HFWA).

Must have a valid driver’s license and current automobile insurance
Must pass a criminal background check, driving record check, and drug screen
Committed to Hope House Colorado’s Guiding Principles and continually working towards the HHC mission
Must demonstrate a commitment to the Hope House Relational Covenant
Administrative experience
Desired Skills & Attributes:

Excellent organizational skills and attention to detail
Ability to work in a fast paced, high-energy environment
Excellent time management skills with a proven ability to meet deadlines
Ability to prioritize tasks and to delegate them when appropriate
Excellent communication and interpersonal skills
Proficient in Microsoft Office Suite

To Apply: