Administrative Assistant

Administrative Assistant - Human Resources/ Workforce Administration Status: Full-time (37.5 hours/week) Pay Range: $38,900.00- $46,920.00 (commensurate with experience) Your Strengths. Their Support. Your Career with Purpose. At COA of Southwestern Ohio, your administrative expertise helps ensure that the people who care for older adults are supported, equipped, and set up for successwhile you enjoy the flexibility, trust, and work-life balance to thrive in your own life. In this role, you'll keep our HR operations running smoothly, contribute to a mission that matters, and be part of a team that values accuracy, compassion, and collaboration. Position Summary As an HR Administrative Assistant, you'll provide essential clerical and administrative support to COA's People Services Division. From processing new hire paperwork to maintaining compliance documentation, you'll play a critical part in ensuring our HR systems, records, and onboarding processes are accurate, organized, and audit-ready. Your work helps staff stay compliant, informed, and supportedso they can better serve older adults across Southwestern Ohio. HRIS Updates & Administrative Support Process new hire paperwork and maintain HRIS data with accuracy and attention to detail. Manage employee movement documentation, including promotions, transfers, and compensation updates. Verify licensure renewals, required insurance information, and training records for licensed staff. Complete and track Medicaid First Tier Downstream Entity screenings. Maintain paper and electronic files, ensuring audit-ready accuracy across personnel, payroll, medical, and training records. Prepare onboarding materials and serve as the first point of contact for newly hired employees. Support file maintenance for personnel, medical, workers' compensation, and other HR-related documents. Perform routine clerical tasks such as copying, scanning, distributing, shredding, and faxing materials. Coordinate maintenance and service calls for agency copiers, fax machines, and other equipment. Order and monitor supplies for agency break rooms. Manage shred bin service and ensure secure disposal procedures are followed. Serve as back-up phone operator for the agency's front desk as needed. Provide administrative support across the People Services Division based on need and priority. Use COA systems to retrieve data and assist callers during front desk coverage. Perform other duties as assigned within the scope of the position. Qualifications High school diploma or GED required; four years of experience in general office administration preferred. Strong computer skills, including Windows, MS Word, Excel, and data entry; ability to learn new software. Excellent written and verbal communication skills. Strong customer service orientation, organizational skills, and teamwork abilities. High accuracy, attention to detail, and adaptability in a fast-moving environment. Ability to problem-solve and collaborate in a self-directed team setting. Proficiency with standard office equipment (computers, telephones, copiers, fax machines, etc.). Valid driver's license and reliable transportation for travel within Southwestern Ohio. Ability to travel within Ohio for training. Work Environment & Physical Requirements Primarily office-based in a non-smoking environment with travel as needed. Long periods of sitting, typing, phone communication, and document handling. Bending, reaching, and standing for filing or equipment use. Ability to navigate stairs during building evacuations or when accessing consumer homes. Travel in varying weather conditions for agency needs. Why Join COA? At COA, you make a lasting differencewhile enjoying the flexibility, trust, and support to thrive in your own life. Proof Points 50+ years of trusted service in Southwestern Ohio Consistently high scores in employee trust and mission alignment Opportunities for professional growth without the burnout of traditional healthcare settings 80%+ of employees would recommend COA as an employer Benefits That Help You Thrive Flexible hours and hybrid options so you can balance work and life Pension plan with 6% annual company contribution to support your long-term financial wellbeing Generous PTO and 12 paid holidays to recharge and stay well Health, dental, and vision insurance to support your physical and financial health Professional development opportunities to strengthen your HR and administrative skills Business casual work environment that values comfort and professionalism Health savings account, pet insurance, and an employee assistance program to support your whole life What Our Employees Say COA is a place where your work truly matters. I feel trusted, supported, and part of a team that cares about peopleboth our clients and each other. COA Employee Ready to Make a Difference? If you're detail-driven, motivated, and passionate about supporting a mission that empowers older adults, we'd love to meet you. Apply today and build a career where your strengths help others thrive.

Created: 2026-03-08