The Office Manager works in Volunteers of America of Pennsylvania’s (VOAPA) Central Area to support the SSVF group primarily, as well as the Supportive Living, Master Leasing, Maternal Health Service, and other teams who function within VOAPA’s administrative office located in Harrisburg. The Office Manager may rarely travel to satellite office sites within a 50-mile radius as assigned. The Office Manager works in collaboration with the Program Assistant to ensure good data quality and administrative support is targeted to the SSVF team and aligned with SSVF regulations and requirements. The Office Manager will be solely responsible for SSVF data entry into the York County Homeless Management Information System (HMIS) database. The Office Manager is responsible for assisting in the execution of SSVF’s fiscal responsibilities as well as some fiscal responsibilities for the other programs within the Office Manager’s purview (purchase orders, vendor communications, tracking receipts, deposits). The Office Manager serves as a liaison between the Central Area team and VOAPA’s senior leadership group (President, COO, Controller, Senior Health Director), including support for completing community-based events, fundraising and development efforts, and delivering communications.
1. Develop, establish, and maintain effective and positive working relationships with VOAPA’s Central Office team, VOAPA’s statewide senior leadership group, as well as other local community agencies and resources as needed.
2. Assist in the coordination of the area’s financial inputs and outputs, including collecting, coding, and submitting expense reports, completing timely deposits, and maintaining the cash log of payments received in partnership with Development and Communications.
3. Serve as a liaison between VOAPA and local vendors responsible for building repairs and maintenance (i.e., lawn care, janitorial duties, snow removal, etc.) by scheduling appointments, overseeing timely completion of projects, and ensuring vendor invoices are properly coded and submitted to the Accounts Payable department for payment.
4. Receive Temporary Financial Assistance (TFA) request forms on behalf of SSVF participants, assess requests for purchases to be made via credit card, and complete the purchase when applicable.
5. Reconcile expense reports with receipts for SSVF monthly, with oversight provided by the Program Assistant, the Associate Director of SSVF, and VOAPA’s Controller (credit card purchases and TFAs).
6. Order and maintain office supplies as needed for groups outside of SSVF, while providing administrative support to program leads in the Central Area as requested and assigned.
7. Review and enter SSVF data for York County, while the Program Assistant supports the other HMIS groups. This process involves:
a. Enter statistical program data into York County’s HMIS and other databases, ensuring accuracy, in accordance with VA program guidelines and expectations.
b. Review and maintain client files, notifying SSVF Case Managers and Program Coordinator of any missing documents, verifications, forms, or information needed.
c. Upload statistical program data monthly to the VA Repository, per VA regulations, procedures, and expectations.
d. Maintain and provide TFA tracking data biweekly to the SSVF leads.
8. Office Manager and Program Assistant will work in tandem, supporting each territory in the other's absence or when work volume requires additional support.
9. Assist in developing, implementing, and maintaining program operating documents and forms as requested and/or required.
10. Periodically audit all program files to prep for annual reviews.
11. Assist the team to maintain participant files, digitally and in paper forms, as requested. Monitor data input from the Central team into VOAPA’s Electronic Health Record (PUPS) to ensure strong data integrity and accuracy.
12. Assist with the planning and execution of special events for VOAPA’s Central PA region.
13. Complete the monthly exclusion check with VOAPA’s Director of Quality.
14. Attend and participate in staff meetings, community-based meetings, and follow directives accurately. Provide reports when requested.
15. Act as a liaison for VOAPA by demonstrating a positive and professional image toward participants and agency representatives. Conduct yourself to promote dignity and respect for all staff, residents, volunteers, and the general public.
16. Assist with administrative duties, including answering doors or phones, greeting guests, filing, copying, data collection, reporting, scheduling, and maintaining program materials.
17. Respond appropriately to crises and consult with supervisory staff when policy clarification or emergency intervention is needed.
18. Engage in routine supervision and professional development opportunities.
19. Clock in and out daily, switching between program funding codes, ensuring an accurate submission of working hours based on a 70% SSVF (28 hours per week) and 30% Supportive Living (12 hours per week) weekly split.
20. Ensure that all duties are carried out in a timely and orderly fashion.
21. Perform other duties as needed and/or assigned.
1. Integrity, discretion, and respect for confidentiality and privacy
2. Critical thinking skills and an ability to work autonomously
3. Excellent oral communication skills and the ability to de-escalate misunderstandings, errors, or conflicts in a diplomatic manner
4. Typing, computing, and data entry skills
5. Strong empathy and interpersonal skills
6. Good communication and customer service skills
7. Ability to use verbal and nonverbal communication skills to build rapport
8. Analytical skills
9. Ability to see and mitigate inequities
10. Ability to prioritize and work under pressure
11. Ability to provide trauma-informed care
12. Time management skills
13. Personal organization skills
14. Attention to detail
15. Strong spelling, math, and financial skills
16. Documentation skills
The individual will report to VOAPA’s administrative headquarters located in Harrisburg, Pennsylvania. The office features a shared conference room, kitchen/bathrooms, and workspaces. This role routinely uses standard office equipment including computers, phones, photocopiers, and filing cabinets. The role relies heavily on internet and technology for data maintenance and reporting. The noise level in the work environment is low to moderate. The Office Manager will primarily work with fellow employees in a calm office environment but may encounter the public or crises involving people served on occasion. This role involves occasional driving for errands (deposits, office shopping, donation pickups, etc.) and meetings.
1. Regularly required to use hands to handle or feel, reach with hands and arms, climb stairs, and verbally communicate.
2. Regularly lift and move up to 40 lbs.
3. Ability to see clearly at 20 inches or less.
4. Ability to observe an area that can be seen up and down or to the left and right while remaining fixed on a given point.
A minimum of two years' previous office experience and a high school diploma/GED will be required. Experience working with veterans or other vulnerable populations is preferred. Pennsylvania State Police clearances are required annually. A valid PA driver’s license is required along with a good driver’s history report conducted annually. The employee must be capable of making immediate decisions in a crisis or unusual situation. The employee must have a working knowledge of computer software, specifically Microsoft Office, as well as effective written and verbal communication skills. Previous experience with PA HMIS or electronic health record systems a plus.
Volunteers of America of Pennsylvania’s (VOAPA) ministry of service is to empower vulnerable communities, families, and individuals through support and resources that lead to health and stability. We use evidence-based, data-driven information to develop community-based, contextualized, holistic, and empowering interventions. Our core values are: Person-Centered; Empowering; Community-Based; Responsive. VOAPA has regional offices located in Northeast, Lehigh Valley, Central, and Southwest Pennsylvania Communities.
