Administrative Assistant- STARLight Center

OhioGuidestone•Lancaster, OH

4d•Hybrid

About The Position

The STARLight Center is seeking an Administrative Assistant to perform a variety of administrative and clerical tasks. This role involves greeting visitors, managing phone calls, handling referrals, and maintaining office systems. The Administrative Assistant will also be responsible for producing departmental reports, managing filing systems, processing mail, and ensuring office equipment is maintained. Additionally, this position may assist with special events, manage grounds/maintenance scheduling, and handle incoming and outgoing funds. The role requires maintaining regular attendance and a neat work space, and employees may be asked to complete related duties as needed.

Requirements

Typing and computer literacy, including Microsoft Office products.
Advanced knowledge of Microsoft Word, Excel, and Outlook.
Email 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.
Minimum educational level is a high school diploma or GED.
Administrative Assistant experience preferred.

Responsibilities

Greet visitors in a professional manner.
Take and receive referrals from multiple sources.
Answer incoming calls, take messages, respond to caller questions, provide information, and schedule appointments.
Communicate with staff regarding missing or late paperwork and other work-related issues.
Manage the keyscan system for Swipe Cards and Security, including understanding the system, creating a security package with team members, and managing the security camera system.
Explain services and engage clients, families, and other involved parties.
Produce required departmental reports, letters, case notes, meeting minutes, and other related documents.
Develop and maintain various logs, spreadsheets, and reports.
Perform editing of personal, co-worker, and supervisor work as needed.
Organize and maintain department filing system, assembling and maintaining client/department records according to regulatory guidelines.
Ensure files are complete with documentation and signatures.
Track client paperwork, forms, and other documents for client files.
Process department mail and correspondence, both incoming and outgoing.
Organize and distribute large mailings.
Ensure appropriate maintenance of office equipment and monitor/communicate office equipment concerns.
Maintain inventory of needed office supplies, place orders, and organize the supply area.
Maintain regular and reliable attendance.
Assist in the planning, organization, and implementation of special events, department-specific projects, or seasonal program changes.
Generate materials, files, and packets within prescribed timelines.
Attend internal agency meetings and possibly some external meetings, and take minutes as required.
Maintain a neat and organized work space.
Produce required departmental and grant reports, letters, Board meeting minutes, and all other related documents.
Manage grounds/maintenance scheduling.
Manage all incoming and outgoing funds.
Complete related duties as needed.

Benefits

NEW higher pay rates
Clear career ladder for development path in various roles
Competitive medical benefits low monthly option for employee or employee + children! Full Time Employees only.
Free CEU trainings
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