Secretary/Receptionist

Job Description

Job Description

Provide a broad array of administrative support to the Early Childhood Programs division. Provide part-time front desk reception duties by routing internal/external phone calls and monitoring the front door. Work cooperatively and maintain a pleasant attitude with staff, people served, families and guests.  Serve as the central internal communication contact person for Early Childhood Programs. 

Essential Functions

• Perform clerical work of a precise, technical, or specific nature, including preparation of materials and files for use by professional staff, parents and other agency providers. 
• Provide part-time front desk receptionist/telephone operator duties by routing internal/external phone calls and assisting callers.
• Greet visitors while following proper security protocols
• Arrange for meetings and maintain meeting spaces. Maintain conference room reservation calendars.
• Ensure the building is ready for staff and visitors by visually checking for any safety concerns. Notify maintenance of any safety or repairs needed. Complete and track needed building checks/inspections.
• Receive and distribute deliveries and mail. Assist with mileage check pick up/distribution and pay-in processes.
• Assemble, edit, and publish the quarterly Early Childhood Programs newsletter using Canva; coordinate label generation from Brittco, printing, and distribution including envelope preparation.
• Entering and maintaining accurate records in electronic database and document management systems.
• Coordinate with the other secretary/receptionist to monitor, order supplies and equipment in accordance with board procedures. Maintain mail machine balance and update/supplies.
• Coordinate/assist with logistics for meetings and training, including managing virtual platforms (Zoom, chat monitoring) and setting up audio-visual equipment in physical meeting spaces.
• Attend Primary Service Provider meetings and help with data entry when needed
• Timely and predictable attendance. 
• Maintain confidentiality practices. 

Other Responsibilities (Illustrative Only)

• Attend appropriate trainings, as permitted, to enhance skills.
• Promotes and implements the mission and goals of the Board in a professional, positive and efficient manner.
• Perform mail delivery and pick up, as needed.
• Perform related duties as assigned consistent with the general scope of the position.
• Assist with Early Intervention record release requests, as needed.

Required Knowledge, Skills & Abilities (KSAs) (Any Combination of Education and Experience)

Knowledge of:

• Applicable federal and state privacy laws
• Basic records retention processes
• OAC/ORC/Board personnel policies and procedures
• Computer usage
• Basic employment law
• State of Ohio notary guides and rules

Skills in:

• Professional communication and interpersonal skills
• Critical thinking and problem-solving
• Self-motivation / prioritizing competing tasks and managing time with minimal supervision
• Coordination and organization of meetings (virtual/in-person)
• Use of standard office technology, desktop publishing and electronic signature platforms
• Clerical functions (typing, filing, answering questions, answering the phone, fax, copy)
• Maintaining accurate records in electronic database and document management systems

Ability to:

• Organize and maintain confidential records
• Handle multiple assignments concurrently (prioritize and multitask)
• Maintain confidentiality that govern employee employment and populations served
• Adapt to changing technology and office systems
• Respond appropriately to the needs of visitors and individuals served

Qualifications / License(s) Required

• High school diploma or General Equivalency Diploma (GED)
• Three years of proven administrative/clerical experience required
• Must possess and maintain a valid Ohio driver’s license and meet insurability requirements/have reliable transportation
• Must successfully complete criminal background checks as required by federal and state law, including but not limited to BCII, DODD Abuse Registry, Office of Inspector General, Nurse Aide Registry, Sex Offender Registry, SAM database, and any other required screenings
• Following a conditional offer of employment, pass job-related post-offer physical and drug screen consistent with business necessity and applicable law
• Must successfully complete the established probationary period in accordance with Board policy

Equipment Used

Office machines including copy, fax, personal computer, multi line phone and cell phone. May be required to drive own vehicle on agency business/have reliable transportation.

Working Environment/Physical Requirements

Requires the ability to remain in a stationary position for extended periods and move throughout various community settings or office environments. Regularly lifts, carries, and moves items including deliveries, supplies, and equipment (e.g., tables and chairs, cases of paper) in the office and at off-site training or meeting locations. Working conditions may include exposure to bloodborne pathogens and communicable diseases.