Office Assistant

About Indy Reads

Our vision is simple: 100% literacy for all.

Located in historic Fountain Square and serving central Indiana Indy Reads builds the literacy English language and job readiness skills to empower adults and families to reach their full potential. We advance our mission through our virtual and in-person Community Classrooms and our community bookstore which serves as a retail space community space and extension of educational programming. This highly regarded well-established nonprofit organization has more than 40 years of experience in adult education and community-building through literacy. Guided by the CEOs bold vision and a deep commitment to advancing literacy for all amid rising demand Indy Reads is poised for growth.

Our adult learners are at the heart of everything we do. Dedicated staff and volunteers work with native and non-native English speakers to strengthen their literacy and English language skills earn their High School Equivalency diplomas acquire workforce certifications and more. With literacy and language education our adult learners redefine their potential for success. They get new and better jobs help their children with homework and engage with society in new and deeper ways. Indy Reads advances social equity through education.

Position Overview

The full-time Office Assistant is supervised by the Vice President of Operations and is key to facilitating the organizations efficient daily office operations. The Office Assistant directly helps the organization maintain productivity and a positive inclusive work environment. This role is an entry point into the organization and candidates will need to facilitate communications and follow ups with knowledge professionalism and a team-oriented approach.

The position will be responsible for assisting in the maintenance of the functions of the Indy Reads office including support of vendor management facilities management HR functions scheduling meetings and assisting with bookkeeping.

The ideal candidate operates with attention to detail integrity flexibility diplomacy strong customer service and organizational skills effective communication and passion for Indy Reads mission.

This position will primarily work a M-F 9am-5pm work schedule on-site at Indy Reads location at 1066 Virginia Avenue Indianapolis IN. Some evening and weekend hours may arise.

Duties and Responsibilities

The following is not intended to be an exhaustive list of all duties responsibilities or qualifications associated with the job. Other duties may be assigned.

Office Support

• Contribute to setting a welcoming atmosphere in the physical Indy Reads office by greeting guiding and facilitating the needs of visitors including students customers vendors contractors donors board members and others
• Answer the main phone line forwarding messages and calls from the operator extension as needed to appropriate staff
• Support scheduling and preparation of on-site meetings and events for staff
• Support the maintenance of the office by ordering supplies (cleaning supplies water paper products copy paper etc.) as needed
• Submit facility maintenance requests and follow up until resolution
• Communicate with IT consultants concerning technology needs (wifi network printer/copier security cameras)
• Respond effectively to student and other inquiries or needs gathering and providing information from organizational files records and other documents as needed
• Support the daily maintenance and upkeep of the office including the breakroom supply closets and office equipment (printer/copiers)

Administrative Support

• Support management of our hybrid office culture by maintaining an accessible calendar that captures staff on and off-site work hours
• Manage calendars of shared on-site workspaces
• Manage Indy Reads general email address () and forward messages to appropriate staff as needed
• Open sort and route and respond to incoming mail and prepare outgoing mail
• Communicate and collaborate with colleagues to answer questions disseminate or explain information and address complaints
• Perform on-site-related onboarding and offboarding tasks for employees including capturing employee headshots facility tours assigning keys and codes for office access and device and supply distribution and return including resetting organization-owned computers remotely with IT consultants for exited employees
• Support the visioning and planning of office configurations to meet the changing needs of our partially-hybrid structure
• Support other administrative needs for the organization

Bookkeeping Support

• Keep bookkeeping in QuickBooks Online updated regularly with deposits transfers bank transactions app transactions etc.
• Support accounts payable by gathering bills from various sources (email websites paper bills etc.) and ensuring they are uploaded to Indy Reads bill pay system
• Support accounts payable by paying bills via after coding and approvals
• Add vendors as needed to ensuring that they receive ACH payments rather than paper checks
• Support accounts receivable by entering invoices into QuickBooks Online and sending out via
• Assist with monthly closing of bookkeeping by sending out reminders of credit card reports due downloading reports as needed from other software used (Square Classy etc.) and ensuring that bookkeeping is ready to reconcile
• Work with the Development Assistant to reconcile bookkeeping with fundraising

Qualifications

• 2-4 years administrative assistance or office management experience
• Exceptional relationship and culture-building skills professionalism and cultural competence
• Excellent writing and verbal communication skills
• Bilingual or multilingual; Spanish fluency preferred
• Dependable with strong organizational time management and prioritization skills
• Proficiency with Zoom Teams Microsoft Office Suite Office 365 and willingness to learn other tech as needed
• Effective at tracking and responding to communication across multiple channels (in-person and/or virtual meetings messaging across applications and email) without losing details
• Self-motivated willing to work independently and ask questions; entrepreneurial self-starter who enjoys contributing to new initiatives
• Honesty and integrity; manages confidential information with discretion and tact
• Ability to work harmoniously as part of a team within a culturally diverse environment
• Curious open and dedicated to participating in Indy Reads journey to advance DEIA
• Commitment to the mission of Indy Reads
• A sense of humor

While performing the duties of this job the employee is frequently required to use his/her hands to feel objects tools or controls. The employee is regularly required to stand walk and sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required for this position include close vision peripheral vision and depth perception. Indy Reads is an equal opportunity employer that is committed to diversity and inclusion in the workplace.

We seek employees from all backgrounds to join our team and encourage them to bring their authentic and best selves to work. We prohibit discrimination and harassment of any kind based on race color sex religion sexual orientation national origin disability genetic information pregnancy or any other protected characteristic as outlined by federal state or local laws.

This policy applies to all employment practices within our organization including hiring recruiting promotion termination layoff recall leave of absence compensation benefits training and apprenticeship. Indy Reads makes hiring decisions based solely on qualifications merit and business needs at the time.

Compensation

This is an outstanding opportunity for a highly motivated individual to assume a pivotal role in advancing Indy Reads mission. Indy Reads offers a very attractive compensation package including a competitive base salary ($40000 - $43000/year) as well as health 401(k) and 20 generous days of PTO benefits with 2 Weeks of Wellness and 11 Company Holidays.

Apply

To apply for this position please submit a cover letter and resume for the Office Assistant position via the Indy Reads website listing. Applications received by July 7 2025 will be given priority consideration.