Administrative Assistant

Metro-Community-Health-Center; Pittsburgh (Allegheny County); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Paid time off

Parental leave

401k with match

Health insurance

Dental insurance

Vision (voluntary)

Job summary

Metro Community Health Center in Pittsburgh seeks an Administrative Assistant to support the CEO and senior leadership. You will handle transcription, calendar management, board materials, and vendor communications in a fast-paced setting.

Responsibilities include maintaining files, preparing reports, greeting clients, and ensuring HIPAA compliance. A High School Diploma or GED and 1 year of experience are required; reliable transportation and a flexible schedule are needed.

Qualifications

• Typing with speed and accuracy from dictation/drafts
• Able to function in a high-paced environment
• Extensive knowledge of office administration and recordkeeping
• Own transportation and flexible schedule
• Excellent oral and written communication skills

Responsibilities

• Provide administrative support to CEO, CMO, COO, CFO and staff
• Coordinate with external vendors and maintain HIPAA compliance
• Manage appointment schedules and travel arrangements
• Prepare invoices and reports for funding agencies
• Type minutes, notices, and board materials
• Greet clients and direct inquiries to appropriate staff
• Maintain administrative files and supply inventory
• Assist in policy revision and document preparation

Skills

Typing 50 wpm

Organizational skills

Communication

Multitasking

Data entry

MS Word

MS Excel

Access

HIPAA awareness

Attention to detail

Education

High School Diploma or GED

1 year administrative experience

Tools

MS Word

Excel

Access

Office equipment (fax, copier)

Job description

Position Reports To: Chief Executive OfficerFLSA: Non-ExemptPositions reporting into this job: NoneMCHC pays 100% of the employee premium for UPMC Medical, United Concordia dental, STD, LTD and Life insuranceVBA vision coverage is offered as voluntary coverage that paid for by the employeeMedical and Dependent Care FSA and HRA2 weeks of paid parental leave20 days (4 weeks) of PTO for your 1st two years12 paid holidays401k with a 4% matchJOB SUMMARY:Must have excellent communication and organizational skills, ability to interface professionally and competently withclientele, staff members and community partners. Ability to prioritize, manage time and multi-task workload. Owntransportation and flexibility with work schedule required. Requires critical thinking skills. Desire to work closely withhomeless and underserved population. Experience in data entry, Access, MS Word, Excel. Knowledge of communityresources helpful. Must have excellent organizational skills and attention to detail, and excellent time managementskills with proven ability to meet deadlines.ESSENTIAL FUNCTIONS:Administrative support to the CEO, CMO, COO, CFO when needed, as well as other staff.Work effectively with external vendorsCompliance with HIPAARegular attendanceProduces information and reports by transcribing, formatting, inputting, editing, retrieving, copying, andtransmitting text, data, and graphicsReads, research, and routes executive correspondencesDrafts letters and documents for internal and external audiencesMaintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences,and travelPOSITION REQUIREMENTS1. Performs all needed typing; including transcription of Board meeting minutes, committee minutes, notice ofmeetings, reports, etc.2. Responsible for assembling and distribution of materials for Board meetings each month.3. Calls Board of Directors and committee members as needed to determine attendance for meetings.4. Assists in the revision of policies, records, and forms, types up revisions, and assembles manual whennecessary.5. Types with speed and accuracy from dictation, rough draft, or general instructions.6. Makes and collates copies of reports, minutes, etc., prepares materials for outside printing when appropriate.7. Maintains administrative files.8. Excellent oral and written communication skills9. Greets clients, patients and visitors who call in to or visit the site and provides solutions to customer problemsin a timely manner, achieving a high level of customer satisfaction through polite and professionalcommunication10. Provides visitors and callers with information on Metro Community Health Center, such as address, directions,fax numbers, website and other related information and directs phone calls and inquiries requesting informationto the appropriate staff member11. Handles sensitive information in a confidential manner12. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placingand expediting orders for supplies; verifying receipt of supplies13. Prepares invoices and reports to funding agencies as needed under the direction of the senior team.14. This position abides by the policies and procedures of Metro Community Health Center.15. Performs any other duties as assigned.EDUCATION/KNOWLEWDGE/ABILITIES:Types with speed and accuracy from dictation, rough draft, or general instructionsAbility to function well in a high-paced and at times stressful environmentExtensive knowledge of office administration, clerical procedures, and recordkeeping systems.Able to type minimum of 50 words per minute.Ability to use office equipment including but not limited to computers, fax machines, telephones andcopiersHigh School Diploma or GED and one year of administrative assistant experience, or any equivalentcombination of experience and trainingAbility to handle multiple projectsAbility to prioritize and manage timePHYSICAL REQUIREMENTS:While performing the duties of this job, the employee is regularly required to sit; use hands to manipulate objects,tools or controls; reach with hands and arms; and talk and hear. The employee must frequently lift and/or move upto 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this jobinclude close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Noise levelin the work environment is usually quiet.