Executive Assistant

EXECUTIVE ASSISTANT

UNA LOCATION: Portage Industries, Inc.

IMMEDIATE SUPERVISOR(S): Program Manager

SUMMARY: This position performs various administrative tasks, such as answering phones, taking messages, data entry, scheduling meetings, etc. under the direction of the Program Manager. May perform project management tasks such as organizing facility activities. Responsible for greeting all visitors to the facility.

ESSENTIAL DUTIES:

• Directs incoming calls and receives and welcomes visitors
• Responsible to ordering and maintaining inventory of office supplies utilizing a cost-effective pricing system
• Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients
• Prepare internal and external corporate documents for team members and industry partners
• Coordinates/Schedules meetings for various committees and assists in the coordination of various workshop events and functions
• Maintain and organized filing system of paper and electronic documents
• Serves as Notary Public when required
• Uphold a strict level of confidentiality
• Develop and sustain a level of professionalism among staff and clientele
• Tracks attendance for employees and individuals, tracks enrollment figures and status changes
• Ensures and maintains effective relationships with individuals served, parents/guardians, and state and local community services agencies, employees, vendors and the general public
• Follows UNA, Inc. policies and procedures and all Local, State and Federal Laws
• Other duties as are appropriate and assigned by the UNA management team

QUALIFICATIONS AND CHARACTERISTICS:

• High School diploma or General Equivalency Diploma (GED)
• Must possess effective interpersonal skills and communication skills
• Pleasant, welcoming demeanor and superb professionalism
• Must be organized and able to complete paperwork/data entry in a timely manner
• Proficiency in Microsoft Office products, particularly Outlook, Word, Excel, and Power Point; be able to learn all programs used by Fairhaven Industries, Inc.
• Maintains client confidentiality in conformance with agency confidentiality policy and State Laws and regulations
• Must possess ability to work effectively in a fast-paced and emotionally demanding work environment

PHYSICAL REQUIREMENTS: Must be able to sit for extended times using computer and/or calculator and telephone. Eyesight capabilities must be sufficient to perform these functions. Hearing must be adequate to perform these functions. Must be able to sit, stand, stoop, stretch, bend and lift up to 25 pounds.

OTHER REQUIREMENTS:

• Must pass criminal background check
• Must pass pre-employment drug screen
• Must pass pre-employment physical exam
• Must obtain and maintain current First Aid and CPR/AED Certificates
• Complete all DODD training requirements

FLSA: Hourly non-exempt, eligible for overtime pay

WORK SCHEDULE: Monday – Friday, 8 hours per day

PROBATIONARY PERIOD: 90 days

EMPLOYEE STATUS: Full-time; employment at will.

NOTE: This position description is intended to give a general idea of the types of requirements entailed in the performance of this job. It is not an exhaustive or complete list of all the duties and responsibilities of the position.

Working conditions may exist that are not such as normally exist in the occupation of the public employee. These conditions may include exposure to blood borne pathogens, communicable disease, potentially infectious materials, and/or aggressive behavior.

As an employee of UNA, the job incumbent shall demonstrate respect for, support the dignity of, maintain the confidentiality of and observe the rights of all individuals served by the agency.

UNA is committed to the delivery of services and supports in an environment characterized by strict conformance with the highest standards of accountability in all areas of service delivery and business functions. Each employee affiliated with UNA has a commitment to refrain from all acts of: Fraud, Abuse, fiscal mismanagement, and misappropriation of funds and to report suspected cases of the same.

UNA does not discriminate based on handicap, race, creed, national origin, religion, sex or age.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Ability to Commute:

• Ravenna, OH 44266 (Preferred)

Ability to Relocate:

• Ravenna, OH 44266: Relocate before starting work (Preferred)

Work Location: In person