Executive Secretary/Front Desk Receptionist

Executive Assistant/Front Desk Receptionist

Minimum Qualifications: High school diploma. Post-secondary secretarial or office management training is desirable. Documentation of a clear criminal record in compliance with state statute. Complies with drug-free workplace rules and Board policies. Strong organizational, planning, and project management skills. Proficient in oral and written communication skills. Ability to compute mathematical data accurately. Strong multi-tasking ability and problem-solving skills. Demonstrated proficiency in office protocol and the use of information technology systems. Demonstrated accuracy in data entry, spelling, proofreading, and the correct use of grammar. Demonstrated proficiency in the use of office and/or other management information software. Collaborative disposition among co-workers and clients. Pleasant and professional telephone etiquette.

Note: This assignment may require a valid driver's license and access/availability of reliable of a reliable vehicle. Employees must meet all prerequisites and ongoing qualifications to be covered by the service center's insurance carrier.

FLSA Classification: Non-Exempt

Reports To: Director or Designee

Working Hours: Full-Time, 8 AM -4:30 PM

Job Objectives: Perform secretarial and clerical duties for the assigned program, department, or center.

Responsibilities and Essential Functions:

• Perform secretarial and clerical duties and routine tasks that facilitate effective and efficient operation of assigned program, department, or center.
• Use judgment aligned to the agency's purpose and goals, and take the initiative to perform tasks independently.
• Identify and implement procedures that improve productivity.
• Maintain a functional filing system that ensures the safe retention and efficient retrieval of office records in accordance with Ohio's records laws.
• Uphold Board policies and follow administrative guidelines and procedures.
• Promote a favorable image of the service center.
• Support community/school partnerships that enhance the service center's operational effectiveness.
• Respect personal privacy and maintain confidentiality of privileged information.
• Answer the telephone, direct calls based on the nature of the inquiry, take/deliver messages, and manage calls efficiently to keep telephone lines open.
• Maintain an office calendar and schedule appointments as directed.
• Acknowledge visitors. Determine the reason for their visit. Answer questions. Verify appointments. Direct visitors to the appropriate person or office.
• Keep current with program, policy, and procedure changes and inform staff about relevant issues as directed.
• Refer inquiries requiring policy interpretation to administrators.
• Use a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
• Verify the accuracy of database information as directed.
• Compose and type routine correspondence, memos, notes, forms, etc.
• Collect, compile, edit, and type statistical data and reports as directed.
• Uses photocopying, duplicating equipment, and computer printers to produce documents, fix minor equipment malfunctions, and contact appropriate staff to schedule repairs as needed.
• Maintain office transaction records (e.g., receipts, expenditures, etc.)
• Process mail and faxes (i.e., incoming, outgoing, and interoffice)
• Type, duplicate, assemble, and process routine and special mailings
• Help gather information and type grant/foundation proposals as directed
• Assist with committee assignments and/or special projects as directed
• Prepare purchase orders as directed, and maintain procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.)
• Monitor and reorder office supplies to maintain reliable service levels
• Maintain forms related to administrative guidelines/procedures and program functions
• Keep files and supplies properly stored to maintain an orderly office
• Periodically discard archived records as directed, following the records retention and disposal schedule adopted by the board
• Take precautions to ensure staff/student safety, watching for behavior that may indicate a problem, and working with staff to eliminate unacceptable behavior
• Report evidence of suspected child abuse and neglect as required by law
• Keep current with advances in office technology, and update office procedures as needed
• Cross-train with other support staff as directed and offer assistance when needed
• Participate in staff meetings and professional growth opportunities as directed
• Accept personal responsibility for decisions and conduct
• Maintain positive rapport with center staff and serve as a positive role model for others
• Perform other specific job-related duties as directed by the Superintendent or his/her designee.

Working Conditions: Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable. Duties may require bending, crouching, kneeling, reaching, and standing. Duties may require lifting, carrying, and moving work-related supplies/equipment. Duties may require operating and/or riding in a vehicle. Duties may require traveling to meetings and work assignments. Duties may require using a computer keyboard and monitor. Duties may require working extended hours. Duties may require working under time constraints to meet deadlines. Potential for exposure to adverse weather conditions and temperature extremes. Potential for exposure to blood-borne pathogens and communicable diseases. Potential for interaction with aggressive, disruptive, and/or unruly individuals.

Performance Evaluations: Job performance is evaluated according to the policy provisions adopted by the Governing Board of the EDUCATIONAL SERVICE CENTER OF CENTRAL OHIO.

Conduct: Each staff member shall remain free of any alcohol or non-prescribed controlled substance and abuse of any prescribed controlled substance in the workplace throughout his/her employment in the Agency.

Terms of Employment: Each staff member shall be a role model for students to conduct themselves as citizens and responsible, intelligent human beings. Each staff member has a legal responsibility to help instill in students the belief in and practice of ethical principles and democratic values. The employees are responsible for maintaining proper certification/licensure and initiating the renewal process in sufficient time to receive the updated certificate/license before the present certificate/license expires.

The Educational Service Center of Central Ohio Governing Board does not discriminate based on race, color, religion, national origin, sex, disability, sexual orientation, or age in its programs and activities, including employment opportunities.

This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

Application Procedure: Please apply online at