Administrative Assistant-LTC

Join a Mission-Driven Team as an Administrative Assistant Long-Term Care (LTC)!

Toledo Ohio Full-Time Non-Exempt $20.11-$21.50

The Area Office on Aging of Northwestern Ohio (AOoA) is seeking a professional organized and detail-oriented Administrative Assistant to provide high-level administrative support to the Senior Vice President of Long-Term Care (LTC). This role ensures the efficient operation of the LTC Department by handling confidential information coordinating departmental activities managing office functions and assisting with personnel and program documentation.

If you excel at multitasking communication and organization and enjoy contributing to a mission that supports older adults and individuals with disabilities we invite you to join our team!

What Youll Do

• Perform general administrative and clerical duties including preparing correspondence reports meeting minutes and other program documents.

• Answer and route telephone inquiries; provide courteous and professional responses to staff consumers and partners.

• Monitor order and maintain office supplies forms and brochures; oversee the supply room and distribute materials to staff.

• Maintain office equipment (copiers printers fax machines) and coordinate service requests.

• Develop and maintain organized filing systems (electronic and physical).

• Obtain and process personnel documents; assist with new hire onboarding and training on office procedures and equipment.

• Handle confidential information in accordance with AOoA policies.

• Schedule and coordinate meetings prepare materials and record minutes.

• Maintain tracking systems to ensure employee clinical licensure renewals remain current and in good standing.

• Manage updates to the agency telephone system including greetings holiday messages and staff directory changes.

• Coordinate agency and departmental mailings including overnight and special deliveries.

• Support record storage archiving and retention processes for the LTC Department.

• Complete all assignments and special projects as directed by the Senior Vice President of Long-Term Care.

Other Responsibilities

• Coordinate the Senior Vice Presidents schedule and departmental calendar.

• Assist with the employee recruitment process including tracking résumés and applicant outcomes.

• Arrange travel reservations and lodging for department staff.

• Maintain the departments holiday and vacation schedule.

What Were Looking For

• Education: Associate degree in Business Administration Office Management Human Services or a related field.

• Experience: Minimum of two (2) years of administrative or secretarial experience preferably in a human services or healthcare environment.

• Skills:

  • Proficient in Microsoft Office Suite (Word Excel Outlook PowerPoint).

  • Strong organizational and multitasking abilities with attention to detail.

  • Excellent written and verbal communication skills.

  • Demonstrated professionalism discretion and ability to maintain confidentiality.

Requirements

• Reliable transportation a valid drivers license and proof of motor vehicle insurance.

• Must satisfactorily complete a Motor Vehicle Record (MVR) check fingerprint background check and drug/alcohol screening.

• Employment is contingent upon continued funding for the PASSPORT Program.

• Occasional travel to AOoA regional offices or off-site meetings may be required.

Why Youll Love Working Here

At AOoA were more than a workplace were a mission. Every member of our team plays a role in empowering older adults to live with independence dignity and connection. As part of our Long-Term Care Department youll help ensure smooth operations that make a lasting impact on those we serve throughout Northwest Ohio.

Apply today to join a compassionate mission-driven team that values integrity collaboration and service excellence.