Office Manager

JOB TITLE: Office Manager

DIVISION: Administration

SUPERVISOR: Executive Director

SUPERVISES: None

EEO CODE: 05

FLSA STATUS: Non-Exempt

SALARY RANGE: $30,000 - $40,000 DOE

 

The Office Manager is responsible for the day-to-day administrative operations of FIVCO Area Development District and helps ensure an organized, efficient, professional, and welcoming office environment. This is a hands-on position responsible for both performing administrative and clerical duties and coordinating the systems, processes, records, facilities, resources, and other functions necessary for effective office operations.

 

The Office Manager serves as the central point of coordination for agency-wide administrative functions and as Executive Assistant to the Executive Director, providing direct and confidential administrative support. The position works closely with agency leadership and staff, Board members, elected officials, community partners, vendors, and members of the public.

 

The Office Manager is expected to independently manage recurring administrative responsibilities, anticipate routine office needs, address administrative issues, and ensure appropriate follow-through. The position works across all agency divisions but does not supervise staff or exercise authority over Division Directors or program operations.

·         Perform and coordinate day-to-day administrative and front-office functions, including telephone coverage, assisting visitors, processing mail, faxes and deliveries, copying, filing, scheduling, and other routine office activities necessary to support effective agency operations.

·         Serve as the primary administrative point of contact for routine office needs and provide professional assistance to employees, Board members, elected officials, community partners, vendors, and members of the public.

·         Maintain general awareness of community resources and agency services and provide information or make appropriate referrals to FIVCO programs, community organizations, or other resources as appropriate.

·         Maintain agency administrative records and filing systems, including appropriate records retention and destruction documentation, organizational directories and contact information, mailing lists, the Local Officials Guide, forms, templates, and other standardized administrative resources.

·         Receive, document, safeguard, and appropriately route incoming and outgoing cash and checks in accordance with established agency financial procedures and internal controls; maintain required cash, check, mail, and other assigned administrative logs and supporting documentation.

·         Assist with maintaining and implementing administrative office policies, procedures, workflows, and processes and ensure current administrative resources are readily available to staff.

 

·         Manage office supplies, equipment, and agency inventory, including purchasing, organization, assignment, tracking, maintenance of inventory records, and coordination of replacement needs.

·         Coordinate routine office purchasing and administrative procurement, including purchase requests, vendor information, quotes, supporting documentation, and equipment replacement needs in accordance with agency policies.

·         Monitor office supply and routine administrative expenditures within approved budgets and provide appropriate documentation to Finance.

·         Maintain custody of assigned agency credit cards and administer checkout and return in accordance with agency procedures.

 

·         Coordinate routine building and facility operations, including maintenance, repairs, cleanliness, comfort, office access, security, utilities, and other needs to maintain a professional and presentable environment for employees and visitors.

·         Administer building access, including maintaining an accurate inventory of agency keys, key fobs, parking passes and other access credentials; coordinating issuance, assignment, and return; maintaining related access records; and supporting visitor procedures.

·         Coordinate and maintain records of routine building inspections and the inspection, testing, maintenance, and replacement of smoke detectors, fire extinguishers, and other assigned office safety equipment in accordance with applicable requirements and service schedules.

·         Coordinate the administrative oversight of agency vehicles, including maintenance schedules, service and repair needs, vehicle records, staff vehicle logs, insurance documentation, and other routine requirements.

·         Serve as the primary internal administrative liaison with Managed IT and coordinate routine technology requests, equipment setup, repairs, replacements, updates, maintenance, asset records, and employee technology needs.

·         Maintain vendor and service-provider information and coordinate routine operational vendors, including building maintenance, copier/printer services, office supplies, Managed IT, shredding, cleaning, pest control, vehicle services, equipment leasing, and similar services.

·         Coordinate vendor quotes, pricing, renewals, service agreements, leases, warranties, insurance documentation, and other recurring operational needs in accordance with agency procurement and financial policies.

·         Maintain emergency contacts, vendor information, office closure procedures, and other administrative information necessary to support continuity of office operations.

 

·         Coordinate agency meetings and meeting-room operations, including scheduling, notices, agenda collection, materials, attendance, room setup, technology, parking, refreshments, and appropriate administrative follow-up.

·         Coordinate administrative logistics for staff meetings, trainings, community meetings, Board and committee meetings, and other agency activities.

·         Coordinate authorized travel arrangements for agency staff, Board members, and others, including registrations, lodging, transportation, and related travel logistics.

·         Serve as the administrative and logistics lead for assigned agency events and special activities, including venues, invitations, RSVPs, catering, guest lists, materials, setup, and related needs.

·         Assist with the planning, coordination, setup, and removal of seasonal office decorations, displays, themes, and other activities intended to maintain a welcoming and engaging office environment.

·         Serve as Executive Assistant to the Executive Director and provide direct, confidential, and responsive administrative support, including scheduling, correspondence, document preparation, meeting preparation, administrative follow-up, special requests, and routine information and communications.

·         Coordinate the administrative operations of the FIVCO ADD Board of Directors, Executive Committee, and assigned committees and councils, including agenda preparation with the Executive Director, notices, packets, reports, correspondence, attendance, meeting logistics, and other materials.

·         Attend assigned Board, Executive Committee, and committee meetings; prepare accurate minutes for review and approval; and maintain official administrative records, membership information, terms, attendance, contact information, and related documentation.

·         Provide responsive administrative support to Board members and assist the Executive Director with administrative communications involving Board members, elected officials, committee members, and governmental partners.

·         Serve as FIVCO ADD's Kentucky Intergovernmental Review Process (KIRP) Coordinator, including recording and preparing intergovernmental review projects as directed by the Kentucky State eClearinghouse and distributing appropriate information to FIVCO ADD Board members.

·         Coordinate and perform routine internal communications in consultation with the Executive Director and appropriate leadership, including staff announcements, administrative notices, reminders, meeting information, and other agency-wide communications.

·         Coordinate the preparation, scheduling, and posting of approved agency social media content and the preparation and distribution of the agency newsletter.

·         Gather photographs, program updates, accomplishments, event information, and other content from agency divisions and assist with website updates, announcements, promotional materials, and other routine external communications.

·         Maintain communication calendars, distribution and mailing lists, photographs, and other communication resources and work with appropriate staff to ensure agency communications are accurate, timely, professional, and consistent.

 

·         Coordinate and perform the administrative aspects of employee onboarding and offboarding in collaboration with the Executive Director, Finance, Division Directors, Managed IT, and other appropriate staff, including workspace preparation, building access, technology, phones, equipment, supplies, organizational information, return of agency property, and notification to appropriate parties.

·         Assist with interview scheduling, employee meetings, trainings, staff events, and other personnel-related administrative activities and maintain assigned confidential personnel and administrative records in accordance with agency policies.

·         Maintain an administrative calendar of reoccurring Board and committee meetings, agency events, renewals, vehicle maintenance, technology activities, reports, and other administrative deadlines.

·         Develop, maintain, and periodically review written procedures, checklists, calendars, contact information, and instructions for recurring administrative functions to promote consistency, continuity, and effective office operations.

·         Identify opportunities to improve administrative organization, coordination, and efficiency; monitor routine responsibilities and deadlines; and proactively coordinate appropriate follow-up.

·         Work collaboratively with all agency divisions; provide hands-on administrative support during periods of increased workload, employee absences, special events, or other operational needs; maintain confidentiality; and

·         Perform other duties as assigned by the Executive Director.

 

Associate degree in business administration, office administration, management, communications, or a related field and two years of progressively responsible administrative or office experience; or a high school diploma or equivalent with at least three years of progressively responsible administrative, office management, executive support, or related experience.

 

A combination of education, training, and experience may be substituted when competency to perform the responsibilities of the position is demonstrated.

Experience working in a governmental, nonprofit, public-service, or professional office environment is preferred.

 

·         Strong organizational and time-management skills with the ability to manage multiple responsibilities, deadlines, and competing priorities.

·         Ability and willingness to personally perform routine administrative and clerical responsibilities while also managing broader administrative functions and systems.

·         Ability to independently manage recurring office operations and exercise sound judgment within established policies, procedures, and delegated authority.

·         Ability to take ownership of administrative responsibilities and ensure appropriate follow-through without requiring routine direction.

·         Ability to anticipate routine administrative and office needs and proactively address them.

·         Strong interpersonal and customer-service skills.

·         Ability to communicate professionally with employees, Board members, elected officials, community partners, vendors, and members of the public.

·         Strong written communication, proofreading, document-preparation, and recordkeeping skills.

·         Proficiency with Microsoft 365 and general office technology.

·         Ability to learn administrative technology systems and effectively coordinate with external technology providers.

·         Ability to maintain organized records, schedules, directories, procedures, inventories, and administrative systems.

·         Ability to coordinate multiple vendors, service providers, meetings, deadlines, and administrative processes simultaneously.

·         Ability to identify routine administrative problems and independently coordinate appropriate solutions.

·         Ability to handle confidential and sensitive information with discretion.

·         Ability to work effectively across multiple divisions without exercising authority over program operations.

·         Ability to accommodate frequent interruptions and changing priorities while maintaining accuracy and professionalism.

·         Ability to distinguish between matters that can be handled independently and matters requiring referral to the Executive Director, Finance, a Division Director, or other appropriate leadership.

Work is performed in a professional office environment. The position requires regular interaction with employees, Board members, elected officials, vendors, community partners, and members of the public. Frequent interruptions, multiple priorities, and changing administrative needs are routine.

 

Because the Office Manager is responsible for hands-on front-office operations, facilities, meetings, visitors, vendors, Board support, executive support, and other day-to-day administrative functions, regular on-site presence is an essential component of the position.

 

·         Must be able to effectively communicate and exchange information with employees, Board members, visitors, vendors, and members of the public.

·         Work is primarily performed while sitting at a desk or workstation, with intermittent standing, walking, bending, stooping, reaching, and filing.

·         Must be able to occasionally lift, carry, or move office supplies, equipment, and other objects weighing up to 25 pounds.

·         Work requires regular use of office equipment and frequent handling, sorting, organizing, and filing of documents and materials.

·         Mental effort ranges from moderate to substantial and requires the ability to manage multiple responsibilities, shifting priorities, deadlines, and frequent interruptions.

 

Normal office equipment will be used (computer, laptop, copier, telephone, fax machine, etc.). The use of Microsoft 365 products is a must.

 

In the performance of their respective tasks and duties all employees are expected to:

 

Date Created: ___10/05/2026___    Date Revised: