*Internal Posting* Secretary/Receptionist

Greene County Board of Developmental Disabilities; Xenia (OH); On-site; USD 32,000 - 42,000; Full time

Job summary

Greene County Board of Developmental Disabilities in Xenia, Ohio, seeks an organized administrative assistant to support the Operations division (Finance, HR, IT, Maintenance, Medicaid) and provide front desk reception from 8am-4pm. You will route calls, greet visitors, and help maintain confidential records.

Responsibilities include scheduling meetings, preparing reports, handling mail and deliveries, processing invoices, and supporting training events and HR data entry.

Qualifications

• High school diploma or GED.
• Five years of proven administrative/clerical experience required (spreadsheet manipulation, database usage/reporting).
• General knowledge of our county board structure and processes.
• Must possess and maintain a valid Ohio driver’s license and meet insurability requirements/have reliable transportation.
• Must successfully complete the established probationary period in accordance with Board policy.

Responsibilities

• Provide broad admin support to the Operations division (Finance, HR, IT, Maintenance, Medicaid).
• Provide front desk reception duties 8am-4pm, route calls, and monitor the front door.
• Greet visitors and adhere to security protocols; coordinate meetings and spaces.
• Process mail, deliveries, and pay-in processes; handle invoices and forms for signature.
• Assist HR data entry, confidential records, and training program logistics.

Skills

Professional communication

Interpersonal skills

Critical thinking

Time management

Meeting coordination

Office technology

Clerical functions

Recordkeeping

Education

High school diploma or GED

Tools

Electronic signature platforms

Spreadsheet software

Database management

Office suite software

Job description

Provide a broad array of administrative support to the Operations division (Finance, HR, IT, Maintenance, Medicaid). Provide front desk reception duties from 8am-4pm (schedule will be set by supervisors based on needs) by routing internal/external phone calls and monitoring the front door. Work cooperatively and maintain a pleasant attitude with staff, people served, families and guests. Answer questions and/or route internal/external phone calls that come in to GCBDD.

Essential Functions

• Perform administrative duties for the supervisors in the Operations division and as assigned, including gathering and organizing data, generating reports, and statistical data.
• Arrange for meetings and maintain meeting spaces. Ensure the building is ready for staff and visitors. Greet visitors while following proper security protocols.
• Receive and distribute deliveries and mail. Assist with mileage check pick up/distribution and pay-in processes.
• Process and track purchase order requests, invoices and other internal forms for staff and management. Obtain missing documents and/or signatures as necessary. Send internal forms for electronic signature.
• Coordinate with the other secretary/receptionist to monitor, order supplies and equipment in accordance with board procedures. Maintain mail machine balance and update/supplies.
• Assist in maintaining personnel files, track leaves, and update HR databases while ensuring strict confidentiality.
• Assist in the development, coordination and presentation of training/development programs for improving the effectiveness of the board’s employees.
• Coordinate/assist with logistics for meetings and training, including managing virtual platforms (Zoom, chat monitoring) and setting up audio-visual equipment in physical meeting spaces.
• Arrange for registration for training classes, seminars, and conferences including lodging when requested.
• Assist with the entire life cycle of retention processes for the board in accordance with GCBDD retention schedule and Greene Co Retention Schedule.
• Timely and predictable attendance.

Other Functions

• Notarize documents, as needed.
• Attend appropriate trainings, as permitted, to enhance skills.
• Promotes and implements the mission and goals of the Board in a professional, positive and efficient manner.
• Perform related duties as assigned consistent with the general scope of the position.

Knowledge, Skills and Abilities Needed

Knowledge of:

• Applicable federal and state privacy laws
• Basic records retention processes
• OAC/ORC/Board personnel policies and procedures
• Computer usage
• Basic employment law
• State of Ohio notary guides and rules (within first year)

Skills in:

• Professional communication and interpersonal skills
• Critical thinking and problem-solving
• Self-motivation / prioritizing competing tasks and managing time with minimal supervision
• Coordination and organization of meetings (virtual/in-person)
• Use of standard office technology, desktop publishing and electronic signature platforms
• Clerical functions (typing, filing, answering questions, answering the phone, fax, copy)
• Maintaining accurate records in electronic database and document management systems

Ability to:

• Organize and maintain confidential records
• Handle multiple assignments concurrently (prioritize and multitask)
• Maintain confidentiality that govern employee employment and populations served
• Adapt to changing technology and office systems
• Respond appropriately to the needs of visitors and individuals served

Qualifications

• High school diploma or General Equivalency Diploma (GED)
• Five years of proven administrative/clerical experience required (spreadsheet manipulation, database usage/reporting)
• General knowledge of our county board structure and processes.
• Must possess and maintain a valid Ohio driver’s license and meet insurability requirements/have reliable transportation
• Must successfully complete the established probationary period in accordance with Board policy