Administrative Assistant - Sheridan Admin

Administrative Assistant

Classification: Non-Exempt

Reports to: Administrative Specialist

Date: March 2026

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA, we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

Summary/Objective:
The Administrative Assistant serves as the primary point of contact at Volunteers of America Northern Rockies’ (VOANR) Administrative Office, providing a welcoming and professional experience for visitors, clients, and employees. This role supports the administrative team by handling a variety of clerical tasks, including answering phones, greeting visitors, and performing general administrative duties.

• Maintain awareness of all activities within the Administrative Office to effectively direct incoming visitors and communications.
• Ensure the reception and breakroom areas are clean, organized, and welcoming.
• Post and maintain content on the organizational intranet, including routine updates and internal communications.
• Enter and process invoices in the organization’s accounting software, ensuring accuracy and proper documentation.
• Maintain and update contact lists and internal directories.
• Maintain purchase records and vendor contact information.
• Assist with reconciling receipts or documentation for office purchases.
• Answer multi-line telephones, manage call flow, draft and respond to emails, and perform general receptionist duties.
• Prepare and update administrative documents.
• Greet and assist internal and external customers professionally and courteously.
• Organize and schedule complex activities such as conference calls, web-based meetings, training, and organizational events.
• Assist with employee recognition initiatives, including coordinating recognition activities and communications.
• Create employee s and business cards.
• Sort, distribute, and process incoming and outgoing mail.
• Order office supplies for the administrative staff and the mailroom.
• Maintain and replenish supplies for training rooms, meeting rooms, and conference spaces.
• Manage schedule for conference meeting rooms.
• Maintain schedule and keys for administrative vehicles.
• Maintain an inventory of administrative supplies, including office and breakroom supplies.
• Provide logistical support for lunch meetings, business meetings, and special events.
• Assist with various organizational initiatives as assigned, providing administrative and logistical support as needed.

• Proficiency with Microsoft Office software:
  Outlook, Word, Excel, Teams
• Proficiency with modern standard office equipment
• Excellent attention to detail and organizational skills
• Effective communicator, both oral and written
• Able to effectively deal with diverse individuals and groups
• Able to organize/prioritize large volumes of information
• Able to function under pressure to meet tight deadlines
• Continuous demonstration of behaviors aligned with a posture of servant leadership and VOA’s cultural values.

This position has no direct supervisory responsibilities.

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk or hear. This job’s specific vision abilities include close vision and adjusting focus. This would require lifting files, opening filing cabinets, and bending or stooping as necessary.

This is a non-exempt, full-time position with normal working hours from…