Administrative Assistant

PATHWAYS COMMUNITY LIVING; McCandless (Allegheny County); On-site; USD 35,000 - 48,000; Full time

Job summary

Pathways Community Living is seeking an Administrative Assistant to support the Executive Team. Responsibilities include greeting guests, handling communications, managing schedules, and maintaining records in paper and electronic systems.

The ideal candidate will have a High School diploma with 1 year of experience and strong organization, MS Office skills, and the ability to work independently. CPR/First-Aid and licenses may be required as noted.

Qualifications

• HS diploma or equivalent with 1 year of experience.
• Preferred associate or business school degree.
• Experience with calendar management and scheduling.
• Knowledge of record keeping and filing systems.

Responsibilities

• Greet guests and manage multi-line calls.
• Sort and distribute mail, faxes, emails.
• Draft letters and documents; route correspondence.
• Maintain executives' appointment schedules.
• Maintain filing and records in paper/electronic systems.
• Coordinate vehicle fleet information and maintenance.
• Attend monthly staff meetings.
• Other duties as assigned.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Typing 55+ wpm

Team player

Integrity & confidentiality

Independent work

Education

High School diploma

Associate's or business school degree

Tools

Microsoft Office

Excel

Word

Email/phone systems

Job description

Pathways Community Living is an agency dedicated to providing superlative services to persons with intellectual and developmental disabilities. We strive to overcome societal barriers by seeing the vision of our agency manifest. In doing so, we have established an unparalleled reputation in the community of collaborative agencies and entities. Our staff provides top-notch care in an effort to create change throughout the service delivery system. Each day, Pathways Community Living promotes an environment that exceeds expectations and supports the needs and preferences of our participants who are living with intellectual disabilities.

We are currently looking for an Administrative Assistant to support the Executive Team. The duties of the role will include, but not be limited to the following:

• Welcome guests and customers in person or on calls through multi-line telephone system
• Sort and distribute incoming US mail, faxes, emails and interoffice communications
• Assist managers by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information
• Maintain managers' appointment schedules and reminders
• Secure information tracked in various record database systems
• Maintain office supplies; anticipate needed supplies; order and verify receipt of supplies
• Monitor office equipment by completing preventive maintenance schedules; troubleshoot errors; and call for repairs
• Prepare and format information for internal and external distribution, including but not limited to reports, memos, invoices letters, and other documents
• Organize, file and retrieve company records, documents, and reports in both paper and electronic filing systems
• Coordinate and monitor vehicle fleet information and maintenance, staff trainings, work orders, and other paperwork to ensure compliance
• Attend monthly staff and other meetings as needed
• Other duties as assigned

Language Ability:

Ability to read and interpret documents such as operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer/Equipment Skills:

To perform this job successfully, an individual should be able to operate a computer and standard office equipment and have a working knowledge of Microsoft Office with the ability to learn other software packages. Ability to operate office equipment as needed.

Education/Experience:

Required: High School degree with 1 year experience

Preferred: Associate's or business school degree

Certificates and Licenses Required:

• Valid driver's license
• CPR/ First-Aid*
• Act 33, Act 34, and Act 73*

*Pathways Community Living will obtain the clearances or certifications for employees to meet these requirements.

Knowledge, Skills and Other Abilities:

• Very strong organizational and time management skills

• Ability to work independently, prioritize, and multi-task
• Respect and adhere to the confidential aspects of company, personnel, and client matters
• Effective decision-making skills with a proactive approach to problem-solving
• Excellent oral and written communication and reporting skills
• Professionalism
• Punctuality
• Working knowledge of Microsoft Office, particularly Word and Excel
• Typing 55+ wpm, ability to operate computers and office equipment
• Empathetic, with an interest for working with intellectual disabilities
• Team player, with the ability to maintain good working relationships with participants and their families, co-workers, and outside organizations