Administrative Assistant- Fairfield County

Job Summary:

As the Administrative Assistant, you will serve as the face of the office and the first point of contact for clients and visitors. This position is responsible for greeting and checking in patients, answering and directing phone calls, scheduling appointments, maintaining accurate records, and providing administrative support to ensure the office operates smoothly. The ideal candidate is professional, organized, customer-service focused, and able to create a welcoming environment for all who enter the office.

Essential Functions:

• Manage agency cell phone plan, and responsible for all aspects of this process including being the main contact for plan provider and updating HRIS with new employee numbers
• Manage the keyscan system for Swipe Cards and Security
• Review and obtain understanding of the system
• Recreate and manage the security groups to ensure they are granular
• 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
• 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.
• 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:

• Free CEU trainings
• Competitive medical benefits at a low monthly cost & different family plans to explore.
• Ten 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
• Monthly bonus program
• 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 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.

We believe that fostering a workforce that reflects diverse backgrounds, experiences, and perspectives strengthens our organization. Embracing diversity not only promotes a culture of respect and belonging, but it also enhances creativity, innovation, and problem-solving, ultimately contributing to our collective success.

Equal Opportunity Employer


This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.