Administrative Assistant

Partners For Quality, Inc.; Wilkinsburg (Allegheny County); On-site; USD 23,000 - 33,000; Full time

Job summary

Milestone Centers, a subsidiary of Partners For Quality Inc., seeks an Administrative Assistant in Wilkinsburg. The role supports Residential Services, maintains confidential information, and collaborates with management to ensure aligned, person-centered services. Schedule is Monday–Friday, 9:00 AM–4:30 PM.

The position is full-time with 37.5 hours per week, paying USD $20.22 per hour. Candidates should have a high school diploma or GED and experience in clerical work, with proficiency in

Qualifications

• High School Diploma or GED required.
• 1 year of clerical/receptionist/administrative assistant experience.
• Proficiency in Microsoft Office and Teams preferred.

Responsibilities

• Prepare and proofread correspondence and documents.
• Assist staff with clerical needs and scheduling.
• Scan, copy, fax, and share information as needed.
• Maintain a computerized filing system for agency documents.
• Support front desk duties including answer­ing phones and assisting visitors.
• Inventory and distribution of office supplies.
• Maintain confidentiality and protect sensitive information.

Skills

Customer service

Organization & time mgmt

Teamwork

Communication

Attention to detail

Confidentiality

Computer skills

Education

High School Diploma or GED

Tools

Microsoft Office

Teams

Job description

Overview

ORGANIZATION: Milestone Centers Inc.

DEPARTMENT: Residential Services

POSITION: Administrative Assistant

STATUS: Full Time; 37.5 hours / week

SCHEDULE: Monday - Friday 9:00AM - 4:30PM

LOCATION: Wilkinsburg

WAGE: $20.22/HR

Milestone Centers, a subsidiary of Partners For Quality Inc., is a nonprofit, community-based human services agency supporting individuals with behavioral health challenges and intellectual & developmental disabilities in communities throughout Western Pennsylvania. Milestone Centers has earned certification from the Sanctuary Institute for providing trauma-informed care.

Responsibilities

Reports to the Senior Director of Residential Services and is responsible for the completion of all designated duties and assignments consistent with general support / service needs of Milestone. The Administrative Assistant works collaboratively with the IDA and Behavioral Health residential management team to ensure services align with best practices and person-centered values. The position is also responsible for protecting confidential information.

ESSENTIAL FUNCTIONS

• Demonstrates and reflects a commitment to the mission and values of Milestone by serving others with respect, dignity and compassion.


• Complete assigned responsibilities which support the attainment of personal goals and outcomes, consistent with all applicable regulations and Agency operations

1. Prepare / proofread / disseminate all correspondence and documents assigned.


2. Assist all Administrative, Management and Professional staff with designated clerical needs as assigned.


3. Scan / copy / fax / inter / intra-office and outgoing information as assigned.


4. Maintain a computerized filing system within general office for out-going correspondence, memos, inter/intra-Agency reports, individuals’ files, etc.


5. Assist in maintenance of all office equipment.


6. Assist with completion and monitoring of Personnel Status Forms (PSF) and other internal forms as needed.


7. Assume Front Desk duties as assigned including answering phone and assisting visitors as needed.

• Complete inventory, ordering, storage and distribution of supplies.

• IDA residential - completion of routine assignments including but not limited to:

1. Update and maintain the housing roster and work with Information Technology (IT) to upload the current document into Teams.


2. Prepare information for weekly IDA residential management meetings, attend meetings and take meeting minutes.


3. Send out reminders or any follow-up from weekly meetings for task completion, as needed.


4. Responsible for tracking Giant Eagle receipts and submission to fiscal.

• Supported Housing – completion of routine assignments including but not limited to:

1. Scan and upload new resident packets for Supported Housing.


2. Print and organize tenant rental statements for Supported Housing.


3. Order items for and assemble welcome kits.

• Knowledge and compliance with all Partners For Quality Corporate Personnel Policies and Procedures and Milestone Operational and agency specific personnel policies and procedures.


• Perform other duties as assigned.

Qualifications

• High School Diploma or GED


• One (1) year of work experience in a clerical, receptionist and/or administrative assistant position

• Prior experience working in Microsoft Office and Teams

KNOWLEDGE & SKILLS UTILIZED ON THE JOB:

• Excellent customer service skills


• Organizational/Time management – the ability to efficiently schedule and complete processes related to the job


• Ability to work as part of a team


• Excellent written and verbal communication


• Attention to detail


• Ability to maintain confidentiality and ensure security of confidential information


• Computer skills, experience with electronic health record, preferred

WORKING CONDITIONS:

• Frequent contact with staff and other stakeholders


• Office environment with occasional travel to other Agency locations


• Work hours are Monday through Friday during business hours


• Light lifting up to 25 pounds


• Must have access to a personal vehicle

REQUIRED LICENSES/CERTIFICATES:

• Act 33,34 and FBI Clearances


• Valid PA, Driver’s license and acceptable driving record

Minimum Compensation

USD $20.22/Hr.

Maximum Compensation

USD $20.22/Hr.