Administrative Assistant/Receptionist

Description

SUMMARY: Supports the Senior Executive Assistant and management team with daily operations, special projects and on-going requirements of Federal, State and Local accreditation and funding sources.

SUPERVISOR: Senior Executive Assistant

DUTIES AND RESPONSIBILITIES:

• Answering phone calls and greeting visitors, staff, etc. Directing visitors, staff, etc. to appropriate departments. Follows through on inquiries as appropriate and in a timely manner.
• Sort and distribute mail to the agency.
• Maintain files and official records as required for local, state, federal and accrediting bodies.
• Managing the facilities and equipment. (Orders, receives, stores and maintains supplies for office location; prepares check requests for administrative expenditures; communication with maintenance/contractors for maintenance and repairs, etc.)
• Creates, updates and distributes agency contact information and monthly calendar; maintains schedule of meeting rooms at office location.
• Assists in preparation for leadership meetings (and as needed, Board) (agendas, invitations, arrangements, reports, etc.).
• Decision-making skills to work autonomously and manage specific tasks.
• Participate in agency and/or community meetings and organizations as requested or required.
• Supports leadership in short and long-term goals and responsibilities as needed.
• Serves as Notary Public for agency operations, as needed.
• Handle confidential information responsibly.
• Comply with agency policies and procedures, COA regulations, federal and state requirements, and educational/certification/registry requirements.
• Performs other duties as assigned.

The Duties and Responsibilities above represent the most significant duties of this position, but do not exclude other assignments that would be within the qualification and responsibility levels of this position.

Requirements

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent.
• Experience in working in a professional setting required.
• Software proficiency with Microsoft Office Suite (Word, Excel, Teams, etc.)
• Ability to communicate and collaborate in a professional and courteous manner to support personnel, management and clients.
• Ability to handle and maintain confidential information responsibly.
• Ability to follow instructions, work autonomously, and respond to management direction and solicit feedback to improve performance.
• Ability to use standard office equipment: multi-line phone system, computer, copier, fax machine.
• Ability to obtain and maintain Notary Public license.
• Ability to learn and communicate about programs and services of the Agency.
• Reliable transportation,
• Valid Ohio Driver’s License and ability to meet agency requirements for driving insurability.
• Must be able to meet agency requirements for criminal background check (Ohio Bureau of Criminal Identification & Investigation).

LICENSES OR CERTIFICATIONS REQUIRED:

• Valid Ohio driver’s license.

COMPLIANCE:

This position requires compliance with AFS’ written standards, including its Compliance Program and Standards of Conduct and policies and procedures. Such compliance will be an element considered as part of the regular performance evaluation.

Failure to comply with AFS’ Written Standards, which may include the failure to report any conduct or event that potentially violates legal or compliance requirements or AFS’ Written Standards or, for managers and supervisors, fails to detect non-compliant conduct where reasonable efforts would have resulted in detection, will be met by the enforcement of disciplinary action, up to and including possible termination, in accordance with AFS’ Compliance Program Policy and Procedure: Addressing Instances of Non-Compliance through Appropriate Disciplinary Actions.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, and use hands to finger handle or feel; to talk; or hear. The employee is frequently required to reach with hands and arms. The employee must occasionally stand, walk, climb or balance, stoop, kneel, crouch or crawl. The employee must be able to frequently lift up to 25 pounds. The employee may occasionally be required to lift 25 to 50 pounds; however, this is not essential; duties may be shifted to accommodate lifting restrictions.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use close vision (clear vision at 20 inches or less). The employee will occasionally be working near moving mechanical parts, be exposed to outdoor weather conditions and exposed to a risk of electrical shock while running the copier, printer, other standard equipment and answering the telephone. The noise level in the work environment is low to moderate. Stress level can be high at times.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.