Essential Functions:

• Greet visitors in a professional manner. Take and receive referrals from multiple sources.
• Answer incoming calls - take messages as needed, respond to caller questions, provide information when possible, schedule appointments.
• Communicate with staff regarding missing or late paperwork and other work related issues.
• Manage the keyscan system for Swipe Cards and Security:
  • Review and obtain understanding of the system
  • Work with team members to create a “security package” that includes key and badge access
  • Manage the security camera system – including, but not limited to, understanding the software and technology, knowing camera locations, and managing the process
• Explains services and engages clients, families and other involved parties as needed.
• Produce required departmental reports, letters, case notes, meeting minutes, and all other related documents for department personnel.
• Develop and maintain various logs, spreadsheets, and reports.
• Some editing of personal, co-worker, and supervisor work is required as needed.
• Organize and maintain department filing system. Assemble and maintain client/department records according to regulatory guidelines.
• Ensure files are complete with documentation and signatures.
• May be required to track client paperwork, forms, and other documents for client files.
• Process department mail and correspondence, both incoming and outgoing.
• Responsible for organization and distribution of large mailings at times.
• Ensure appropriate maintenance of office equipment when necessary.
• Monitor and communicate office equipment concerns.
• May be responsible for maintaining inventory of needed office supplies, placing orders, and organizing of supply area.
• Maintains regular and reliable attendance.
• May be involved in the planning, organization, and implementation of special events or department specific projects or seasonal program changes.
• Generate materials, files, packets, within prescribed timelines with current materials.
• Attend internal agency meetings and possibly some external meetings as required, and may be required to take minutes at meetings.
• Maintain neat and organized work space.
• Produce required departmental and grant reports, letters, Board meeting minutes, and all other related documents for department personnel.
• Manages grounds/maintenance scheduling.
• Manages all incoming and outgoing funds.
• In times of need, employees may be asked to complete related duties other than those indicated above.

Performance/Physical Requirements:

• Requires typing and computer literacy, including Microsoft Office products and advanced knowledge of Microsoft Word, Excel, and Outlook. E-mail and basic database usage required. Basic knowledge of Microsoft Access and PowerPoint may also be required.
• Work is generally performed at a desk, but could involve some lifting of office supplies or files. At times the work may involve prolonged periods of standing.
• English reading and writing skills required
• Interacts verbally with coworkers, representatives from outside agencies, and families
• Exceptional phone presence necessary
• Attention to detail and confidentiality required
• May involve driving to department and agency events, mail distribution, or errands.
• Must have a valid driver’s license, safe driving record, reliable transportation, and proof of insurance.

Qualifications:

• Minimum educational level is a high school diploma or GED.
• Administrative Assistant experience preferred

Benefits include:

• NEW higher pay rates
• Clear career ladder for development path in various roles
• Competitive medical benefits low monthly option for employee or employee + children! Full Time Employees only. 
• Free CEU trainings
• 10 paid holidays; some are exchangeable
• Flexible work schedules to support work/life balance
• Flexible work opportunities to support varying career paths, job roles, intern to hire, and locations
• 401(k) with employer match option
• Employment Assistance Program (EAP)
• Mileage reimbursement
• Free licensure supervision
• Recognition and rewards

At OhioGuidestone we care about the health and safety of our employees. OhioGuidestone requires applicants to complete a pre-employment screening process upon receipt of an offer of employment. We require and cover the cost of a fingerprint background screening, physical, Tuberculosis test, and drug screen after an employment offer is made. Any employment offer is contingent upon receipt of all satisfactory pre-employment screenings.

Committed to creating a more diverse community, we encourage candidates from historically underrepresented groups to apply. EEO/AA M/F/H/V