Administrative Assistant/Receptionist

194660 Axess Family Services•Ravenna, OH

10d•Onsite

About The Position

The Administrative Assistant/Receptionist supports the Senior Executive Assistant and management team with daily operations, special projects, and ongoing requirements related to federal, state, and local accreditation and funding sources. The position is based in the agency’s Administrative Office in Ravenna, Ohio, in an office environment, and reports to the Senior Executive Assistant. The role handles reception and visitor direction, mail, agency files and official records, office facilities and equipment, supplies, administrative expenditure check requests, contact information, calendars, and meeting-room scheduling. It also assists with leadership and Board meeting preparation, supports leadership goals, participates in agency or community meetings as requested, and serves as a Notary Public for agency operations as needed. The position requires responsible handling of confidential information and compliance with agency policies, accreditation regulations, applicable federal and state requirements, and related educational, certification, and registry requirements. Other duties may be assigned within the position’s qualification and responsibility levels.

Requirements

High school diploma or equivalent.
Experience working in a professional setting.
Proficiency with Microsoft Office Suite, including Word, Excel, and Teams.
Ability to communicate and collaborate professionally and courteously with personnel, management, and clients.
Ability to handle and maintain confidential information responsibly.
Ability to follow instructions, work autonomously, respond to management direction, and solicit feedback to improve performance.
Ability to use standard office equipment, including a multiline phone system, computer, copier, and fax machine.
Ability to obtain and maintain a Notary Public license.
Ability to learn and communicate about the agency’s programs and services.
Reliable transportation and a valid Ohio driver’s license.
Ability to meet agency requirements for driving insurability.
Ability to meet agency requirements for a criminal background check through the Ohio Bureau of Criminal Identification & Investigation.
Valid Ohio driver’s license.
Regularly sit and use hands to finger, handle, or feel; talk; and hear.
Frequently reach with hands and arms.
Occasionally stand, walk, climb or balance, stoop, kneel, crouch, or crawl.
Frequently lift up to 25 pounds; occasional lifting of 25 to 50 pounds may be required, though it is not essential and duties may be shifted to accommodate lifting restrictions.

Responsibilities

Answer phone calls, greet visitors and staff, direct them to appropriate departments, and follow up on inquiries in a timely manner.
Sort and distribute agency mail.
Maintain files and official records required by local, state, federal, and accrediting bodies.
Manage office facilities and equipment, including ordering, receiving, storing, and maintaining supplies; preparing check requests for administrative expenditures; and communicating with maintenance personnel or contractors about repairs.
Create, update, and distribute agency contact information and the monthly calendar.
Maintain the schedule of meeting rooms at the office location.
Assist with preparation for leadership meetings and, as needed, Board meetings, including agendas, invitations, arrangements, and reports.
Use decision-making skills to work autonomously and manage assigned tasks.
Participate in agency and/or community meetings and organizations as requested or required.
Support leadership with short- and long-term goals and responsibilities as needed.
Serve 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 applicable educational, certification, and registry requirements.
Comply with AFS written standards, including its Compliance Program, Standards of Conduct, and policies and procedures.
Perform other duties as assigned.