Administrative & Operations Coordinator

ARC COMMUNITY SERVICES INC•Fitchburg, WI

3h•Onsite

About The Position

ARC COMMUNITY SERVICES, INC. Position: Receptionist Classification: Non-Exempt Reports To: Chief Executive Officer Qualifications: High school diploma or equivalent. Prior experience in a receptionist or customer service role is a plus. Professional Skills: We’re looking for someone who is warm, approachable, and an excellent communicator with strong interpersonal skills. The ideal candidate thrives in a fast-paced environment, manages multiple priorities with ease, and consistently demonstrates professionalism and discretion. Key qualities include flexibility, proactive problem-solving, strong time management, and a team-oriented mindset with a readiness to step in wherever needed. Technology Skills: Well-versed in technology and ability to teach others new technologies. Highly proficient with Microsoft 365, Word, Excel, Adobe Acrobat, TEAMS, data-management systems, bulk email tools, web-based grant platforms, and other office software.

Requirements

High school diploma or equivalent
Excellent verbal and written communication skills
Friendly, professional demeanor and strong people skills
Proficiency in Microsoft Word, Outlook, and Excel
Highly organized with strong attention to detail
Understanding of and sensitivity to individuals seeking behavioral health services
Commitment to confidentiality and ethical standards

Nice To Haves

Previous receptionist or customer service experience preferred

Responsibilities

Arrange and coordinate meetings and annual reviews, schedule appointments, and maintain the organization’s master calendar.
Assist in planning new staff training, orientation and maintaining personnel records.
Take notes and summarize discussions at various meetings.
Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, proofreading, and creating the monthly agency-wide newsletter.
Greet visitors in a warm and professional manner.
Ensure that the phone is answered in a quick, warm, and upbeat manner during regular business hours, screen and direct calls.
Contact property management to address any concerns with the office space.
Sort incoming mail and attach appropriate file/information to facilitate action if required.
File, maintain and organize grants/contracts and facility information
Execute personnel records requests.
Support planning and execution of events.
Assist and attend community events as needed or requested.
Support state compliance requirements and certification.
Serve as an integral part of the crisis management team.
Keep all necessary office supplies in stock by maintaining inventory and proactive ordering and arrange for office equipment maintenance.
Maintain the office area and ensure it is clean and orderly.
Assist with annual reporting for EEOC, Affirmative Action, United Way etc.
Organize and mail correspondence to facilities and maintain communication about schedule changes to staff i.e. snow days, office closing early
Assist the finance team and other support staff, as needed.
Order supplies for the facilities.
Coordinate and arrange meetings, prepare agendas, and reserves facilities.
Collaborate with program managers to ensure facilities are safe, clean, and aesthetically appealing; create facilities requests as needed.
Uphold client and employee confidentiality.
Any other duties as assigned.