Office Manager

Office ManagerThe 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. The Office Manager is responsible for: Performing and coordinating 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. Serving as the primary administrative point of contact for routine office needs and providing professional assistance to employees, Board members, elected officials, community partners, vendors, and members of the public. Maintaining general awareness of community resources and agency services and providing information or making appropriate referrals to FIVCO programs, community organizations, or other resources as appropriate. Maintaining 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. Receiving, documenting, safeguarding, and appropriately routing incoming and outgoing cash and checks in accordance with established agency financial procedures and internal controls; maintaining required cash, check, mail, and other assigned administrative logs and supporting documentation. Assisting with maintaining and implementing administrative office policies, procedures, workflows, and processes and ensuring current administrative resources are readily available to staff. Managing office supplies, equipment, and agency inventory, including purchasing, organization, assignment, tracking, maintenance of inventory records, and coordination of replacement needs. Coordinating routine office purchasing and administrative procurement, including purchase requests, vendor information, quotes, supporting documentation, and equipment replacement needs in accordance with agency policies. Monitoring office supply and routine administrative expenditures within approved budgets and providing appropriate documentation to Finance. Maintaining custody of assigned agency credit cards and administering checkout and return in accordance with agency procedures. Coordinating 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. Administering 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. Coordinating and maintaining 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. Coordinating the administrative oversight of agency vehicles, including maintenance schedules, service and repair needs, vehicle records, staff vehicle logs, insurance documentation, and other routine requirements. Serving as the primary internal administrative liaison with Managed IT and coordinating routine technology requests, equipment setup, repairs, replacements, updates, maintenance, asset records, and employee technology needs. Maintaining vendor and service-provider information and coordinating routine operational vendors, including building maintenance, copier/printer services, office supplies, Managed IT, shredding, cleaning, pest control, vehicle services, equipment leasing, and similar services. Coordinating vendor quotes, pricing, renewals, service agreements, leases, warranties, insurance documentation, and other recurring operational needs in accordance with agency procurement and financial policies. Maintaining emergency contacts, vendor information, office closure procedures, and other administrative information necessary to support continuity of office operations. Coordinating agency meetings and meeting-room operations, including scheduling, notices, agenda collection, materials, attendance, room setup, technology, parking, refreshments, and appropriate administrative follow-up. Coordinating administrative logistics for staff meetings, trainings, community meetings, Board and committee meetings, and other agency activities. Coordinating authorized travel arrangements for agency staff, Board members, and others, including registrations, lodging, transportation, and related travel logistics. Serving 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. Assisting 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. Serving as Executive Assistant to the Executive Director and providing direct, confidential, and responsive administrative support, including scheduling, correspondence, document preparation, meeting preparation, administrative follow-up, special requests, and routine information and communications. Coordinating 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. Attending assigned Board, Executive Committee, and committee meetings; preparing accurate minutes for review and approval; and maintaining official administrative records, membership information, terms, attendance, contact information, and related documentation. Providing responsive administrative support to Board members and assisting the Executive Director with administrative communications involving Board members, elected officials, committee members, and governmental partners. Serving 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. Coordinating and performing 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. Coordinating the preparation, scheduling, and posting of approved agency social media content and the preparation and distribution of the agency newsletter. Gathering photographs, program updates, accomplishments, event information, and other content from agency divisions and assisting with website updates, announcements, promotional materials, and other routine external communications. Maintaining communication calendars, distribution and mailing lists, photographs, and other communication resources and working with appropriate staff to ensure agency communications are accurate, timely, professional, and consistent. Coordinating and performing 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. Assisting with interview scheduling, employee meetings, trainings, staff events, and other personnel-related administrative activities and maintaining assigned confidential personnel and administrative records in accordance with agency policies. Maintaining an administrative calendar of recurring Board and committee meetings, agency events, renewals, vehicle maintenance, technology activities, reports, and other administrative deadlines. Developing, maintaining, and periodically reviewing written procedures, checklists, calendars, contact information, and instructions for recurring administrative functions to promote consistency, continuity, and effective office operations. Identifying opportunities to improve administrative organization, coordination, and efficiency; monitoring routine responsibilities and deadlines; and proactively coordinating appropriate follow-up. Working collaboratively with all agency divisions; providing hands-on administrative support during periods of increased workload, employee absences, special events, or other operational needs; maintaining confidentiality; and Performing other duties as assigned by the Executive Director.