Job Description
Description BACKGROUND CHECKS: Ohio Heartland Community Action Commission is a drug-free employer. Drug testing of both current staff and new hires will be conducted. Employment is contingent upon successful completion of Driver's Record Check, Criminal Background Check, Drug Test, and Employment References.
ESSENTIAL FUNCTIONS: 1. Acquire and maintain a thorough knowledge of all current agency-wide programs in order to provide customers and the community with full information and referral to services.
2. Operate central agency telephone system: receive incoming telephone calls, give appropriate information to callers, and route phone calls to appropriate locations within the OHCAC system or to other sources. Place reception phone on Forward each night and turn off Forward each morning. Maintain an up-to-date staff directory and distribute as needed.
3. Answer door, greet visitors, and contact appropriate staff; direct visitors to appropriate OHCAC administrative offices.
4. Maintain a calendar for scheduling/reserving meeting rooms at the administrative location.
5. Open, date stamp, and log all incoming mail to Administration building and distribute as appropriate.
6. Accept deliveries and notify appropriate staff.
7. Ensure main floor copy machines are always stocked with paper, and replace toner as needed.
8. Assist with payroll documentations - transfer electronic timesheets and pay statements from the Kronos program to the payroll folder; rename payroll reports each payroll; rename scanned Employee Action Forms and move to the appropriate folder; scan voucher batches into appropriate folder; enter payroll deductions for employee insurances into spread sheet; enter employee insurance bills into appropriate spreadsheet when received and copy/distribute all insurance bills once ready for payment; verify enrolled participants verses billed participants using Kronos reports and notify Fiscal with any discrepancies.
9. Update employee addresses and phone numbers as needed in GMS. Update GMS employee classes quarterly. Verify Kronos Annual Leave balances verses GMS AL balances and report any discrepancies to Fiscal.
10. Responsible for new hire reporting. Make copies of the New Hire packets and Policy and Procedure Handbook for New Hire Orientation.
11. Notify IT Director of any employee terminations.
12. File documents for Fiscal - bills/vouchers for the Accounts Payable Clerk, HR documents, I-9 forms based on Federal Law. File and maintain retirement forms.
13. Prepare vouchers and other paperwork for garnishments. Have garnishment checks signed by an authorized signer. Give signed, prepared garnishments to AP for processing.
14. Send out mass mailings for insurance and retirement notices. Assist with distribution and mailing of W-2 and 1095-C forms to staff. Send out insurance notices to termed staff. Prepare and mail Menards Rebate receipts.
15. Create requisitions in POGO for Fiscal Department purchases.
16. Collate EFT bills.
17. Maintain a current inventory of agency vehicles.
18. Help other departments when available and perform other Fiscal duties as needed.
19. Participate in required training opportunities as assigned.
20. Other duties as assigned by the Executive Director and the Deputy Director/Energy Coordinator.
NON-ESSENTIAL FUNCTIONS: 1. Participate in non-required workshops, education, and training when possible for personal and professional growth.
2. Actively promote agency programs.
3. Participate in a team process both within the department and the corporation.
4. Attend internal and external meetings.
5. Maintain a safe driving record and have reliable transportation.
6. Out of town travel with occasional overnight stays.
7. Availability to work in excess of 37.5 hours per week in order to fulfill position requirements.
8. Drug and alcohol testing to be conducted as required by OHCAC and funding source.
9. State and federal criminal checks to be conducted as required by funding source and OHCAC.
ACCOUNTABILITIES: 1. The Agency Receptionist/Fiscal Clerk is accountable for the above essential functions to the OHCAC Deputy Director/Energy Coordinator.
Requirements 1. High school diploma or GED.
2. Six months to one year office experience as a clerical worker.
3. Three years of experience working with Microsoft Office preferred.
4. Must respect and maintain absolute confidentiality and be able to work without constant supervision.
5. Ability to adapt to changing trends.
6. Must be bondable.
7. Fluent knowledge of the English language - both verbal and written. Excellent communication and technical skills to perform duties to the fullest.
8. Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals.
9. Ability to compute rates, ratios, and/or percentages.
10. Ability to define problems, collect data, establish facts and draw valid conclusions.
11. Physical Demands: While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; talk; hear; and smell. The employee is frequently required to stoop, kneel, crouch or crawl.
12. The employee is occasionally required to climb or to balance.
13. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
14. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
15. Ability to perform job related functions as requested by the Executive Director or the Deputy Director.
16. Ability to work well with diverse populations and to pleasantly communicate with and relate to persons at all economic and educational levels.
17. Must have a valid Ohio Operator License and carry up-to-date vehicle insurance to be permitted to drive on agency premises or while conducting agency business.
18. Must have ready access to a drivable vehicle.
19. Must show courtesy and respect to staff and customers at all times.
Ohio Heartland Community Action Commission has in effect a clean air/smoking/tobacco use policy that prohibits smoking or use of tobacco products in all offices and on or in any agency owned or agency occupied properties or vehicles. This policy applies to ALL Ohio Heartland Community Action Commission staff, regardless of program.
Job Tags
Work at office, Night shift, Day shift,