Guest and Staff Services Coordinator in Shelbyville, Kentucky at Ohio Valley Educational Cooperative

The Guest and Staff Services Coordinator serves as the first point of contact at the organization’s central office in Shelbyville, KY, while providing essential administrative and clerical support to ensure smooth daily operations. This position is responsible for welcoming guests, managing front-desk activities, maintaining accurate records, preparing reports, coordinating meetings and trainings, tracking timesheets and financial information, and supporting staff with a variety of operational needs. The ideal candidate is highly organized, detail-oriented, proficient in Microsoft Office applications, and able to work independently while managing multiple priorities in a fast-paced environment. This role plays an important part in supporting organizational operations and ensuring visitors and staff receive timely, professional, and high-quality service.

JOB QUALIFICATIONS:
• High School Diploma/GED required
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, as well as general computer skills, is required.
• Experience in data entry and handling multiple tasks preferred
• Previous experience in purchasing and accounting is preferred

REQUIRED SKILLS/ABILITIES:
• Must be friendly, flexible, organized, detail-oriented, and possess strong oral and written communication skills
• Ability to use online technology tools, such as cloud storage, human information resource systems, and purchasing software
• Strong organizational and time management skills
• Good interpersonal & hospitable skills

SPECIFIC RESPONSIBILITIES:

Guest Reception and Front Office Management
Serve as the first point of contact for OVEC by greeting guests, assisting with visitor registration, providing hospitality, and directing visitors to meeting rooms and appropriate departments.
Answer telephone calls promptly and professionally, providing information regarding office and departmental policies and procedures or directing inquiries to the appropriate staff.
Maintain a welcoming, clean, organized, and comfortable lobby and reception area for guests and staff.
Manage OVEC’s general promotional items inventory and distribute materials to staff and guests as needed.
Create employee identification cards.

Administrative and Clerical Support
Prepare, type, format, and distribute correspondence, documents, forms, applications, and other materials as requested.
Operate and maintain office equipment, including computers, copiers, laminating machines, fax machines, and postage meters.
Assemble and distribute applications, forms, and general information to visitors, applicants, teachers, and members of the public.
Schedule meeting rooms, facilities, and services as directed by the supervisor.
Provide administrative and clerical support to program staff and leadership to facilitate daily operations.

Mail and Shipping Coordination
Retrieve incoming mail from the post office each morning and deliver outgoing mail to the post office at the end of each business day.
Sort and distribute incoming mail to the appropriate staff or departments.
Coordinate shipping and mailing of special items as needed.

Accounting and Financial Administration
Prepare vendor invoices for payment and create purchase orders, standard invoices, and service contracts as needed.
Monitor and process purchase orders, check requests, and supply orders.
Code and submit travel vouchers and employee reimbursement requests.
Support annual membership renewals, subscriptions, and contract submissions.

Personnel, Timekeeping, and Records Management
Assist the Accounting/Human Resources Coordinator with maintaining accurate personnel files and employee records.
Review employee timecards and timekeeping records for accuracy, identify discrepancies, and communicate with staff regarding necessary corrections.
Review employee calendars and verify timekeeping information as needed.
Maintain accurate, organized, and up-to-date records, databases, and tracking documents, including recruitment data and transportation logs.

Head Start Program and Operational Support
Provide administrative and operational support for Head Start program activities, including Policy Council meetings, trainings, calendars, and program initiatives.
Coordinate logistics for meetings, trainings, special projects, and events in collaboration with program staff and leadership.
Monitor and process purchase orders, check requests, and supply orders to support program operations.
Oversee the Child Care Partnerships Child Care Assistance Program (CCAP) billing process and ensure timely and accurate submission of required documentation.
Review, code, and submit travel vouchers and reimbursement requests in accordance with established procedures.
Review employee calendars and verify timekeeping records to support accurate tracking and reporting.
Coordinate annual membership renewals, subscriptions, and contract submissions to ensure timely processing and continuity of services.
Assist with recruitment, public relations, and communications efforts, including event tracking, social media content development, and promotional activities.
Coordinate annual projects and initiatives, including Literacy Month, Nutrition Month, Teacher Appreciation, and awareness campaigns.
Support program staff with documentation, reporting, scheduling, and other administrative responsibilities to promote efficient and effective program delivery.

Meetings and Organizational Collaboration
Attend required OVEC administrative and network meetings.
Collaborate with staff across departments to support organizational priorities, maintain effective communication, and ensure timely completion of administrative tasks.
Perform other duties as assigned to support OVEC’s programs, staff, and leadership.