Administrative Assistant

Westmoreland Community Action•Unity Township, PA

13d

About The Position

POSITION SUMMARY: The Administrative Assistant supports staff in the smooth and efficient management of Westmoreland Community Action. This includes a diverse array of tasks from data entry, note taking, and supporting communication and interaction with customers and participants. The Administrative Assistant aims to make sure everything runs smoothly throughout the main office building, while also assuring the efficient and accurate completion of all confidential clerical duties and office procedures within the management team.

Requirements

High School Diploma minimum
Minimum of three (3) years’ experience in office suite programs and other software systems.
Effective communication skills (including verbal and written/email communication skills) and customer service skills leading to rapport and team building across staff and board members.
Ability to operate a variety of office machines and equipment.
Highly skilled in computer operations and software applications.
Ability to establish, develop, and maintain an effective and pleasant working relationship with staff, clients, other allied Social Service personnel and the general public.
Ability to work well under pressure and manage sensitive or controversial subjects with tact, kindness, and professionalism.
Ability to work successfully in a team environment as well as independently.
Ability to prioritize multiple projects and deadlines simultaneously.
Attention to detail, initiative, and follow through.
Commitment to agency values and mission and ability to communicate an inspired vision or sense of purpose.

Responsibilities

Provides required administrative support for senior staff, including copying and distributing materials, supporting mail processing, as assigned
Provide coverage and assistance at the reception desk as needed, including answering phones, greeting visitors and routing callers and visitors to appropriate staff
Typing correspondence, reports, case summaries, program materials, presentations, and internal memos as assigned
Help screen and route phone calls and email correspondence
Process invoices or receipts within the financial software
Monitor office supply inventory and coordinate with fiscal for purchasing; completing purchasing support as needed
Monitor site administrative machines and tools (ex. Copier) and works with fiscal or maintenance departments in resolving issues or competes a maintenance or purchase order to meet needs.
Monitors the cleanliness or tidiness of the building taking initiative to remedy concerns or alerting the Executive Administrative Coordinator to concerns.
Organize logistics for team meetings, program trainings, and stakeholder events including room bookings, agendas, minutes, and follow-ups
Assist with preparation of materials for community presentations
Provide support, as assigned, to the Executive Administrative Coordinator in maintaining corporate records and/or facilitating meetings of the Board of Directors and its committees.
Maintain compliance with HIPAA regulations, in regard to accessing Protected Health Information, according to the Table of Access contained in the HIPAA Policy and Procedure Manual. Employee access is on a “need to know” basis.
Maintains confidentiality of proprietary and business information and decisions.
Any and all other job related duties as assigned.