Administrative Assistant

OhioGuidestone•Medina, OH

4d•Hybrid

About The Position

Demonstrate Our Promise each and every day, performing with the highest standards of excellence, integrity and ethics. Engage agency Volunteers and Interns to enhance program performance, provide an educational workplace experience and support the agency’s mission. This role provides general administrative support to the department and management to ensure efficient daily operations. The Administrative Assistant will ensure accurate recordkeeping and distribute information to appropriate internal staff and external parties as needed. They will manage daily communications, including email, mail, phone calls, and scheduling of appointments and calendars. The role involves drafting, editing, and formatting correspondence, reports, forms, and presentation materials. Additionally, the Administrative Assistant will provide front-line support by answering calls, responding to inquiries, routing messages, and scheduling appointments. Support for meetings includes handling preparation tasks and providing administrative assistance as requested. The position requires demonstrating positive leadership, promoting a team-based work environment and a culture of belonging. Positivity, flexibility and a willingness to take on new responsibilities as requested or required are essential. The Administrative Assistant will present the Agency in the most positive light with all internal and external contacts. Key responsibilities include managing the agency cell phone plan, being the main contact for the plan provider, and updating HRIS with new employee numbers. They will also manage the keyscan system for Swipe Cards and Security, which involves reviewing and understanding the system, recreating and managing security groups, and working with team members to create a “security package” that includes key and badge access. Management of the security camera system is also a responsibility, including understanding the software and technology, knowing camera locations, and managing the process. The role involves greeting visitors in a professional manner, taking and receiving referrals from multiple sources, and communicating with staff regarding missing or late paperwork and other work-related issues. Attendance at internal agency meetings and possibly some external meetings is required, with potential for taking minutes.

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.
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
Must have a valid driver’s license, safe driving record, reliable transportation, and proof of insurance.
Minimum educational level is a high school diploma or GED.
Ability to customarily and regularly exercise discretion and good professional judgment
Strong organizational skills; able to handle multiple priorities with strict attention to detail and perform work independently.
Effective interpersonal skills; able to speak effectively with individuals and/or groups of people
Ability to maintain relevant, timely documentation as required.
Effective computer literacy skills, including Windows applications, Microsoft Office Suite, and electronic health records, etc.
Must be able to access work locations, offices, and homes as necessary, which may include ascending/descending stairs.
Possess a valid Ohio Driver’s License with a safe driving record and valid insurance.
Successfully complete pre-employment screenings, including drug tests, background checks, and any other required assessments, such as a physical examination and TB test.

Nice To Haves

Administrative Assistant experience preferred

Responsibilities

Provide general administrative support to the department and management to ensure efficient daily operations.
Ensure accurate recordkeeping and distribute information to appropriate internal staff and external parties as needed.
Manage daily communications, including email, mail, phone calls, and scheduling of appointments and calendars.
Draft, edit, and format correspondence, reports, forms, and presentation materials.
Provide front-line support by answering calls, responding to inquiries, routing messages, and scheduling appointments.
Support meetings by handling preparation tasks and providing administrative assistance as requested.
Demonstrate positive leadership, promote a team-based work environment and a culture of belonging.
Exhibit positivity, flexibility and a willingness to take on new responsibilities as requested or required.
Present the Agency in the most positive light with all internal and external contacts.
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
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.
Communicate with staff regarding missing or late paperwork and other work-related issues.
Attend internal agency meetings and possibly some external meetings as required and may be required to take minutes at meetings.

Benefits

Free CEU trainings
Competitive medical benefits including a low cost monthly premium option for employee or employee + children!
10 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
Free licensure supervision
Recognition and rewards