Administrative Support, Speech Department

Allegheny Intermediate Unit; Pittsburgh (Allegheny County); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Professional Support Benefit Guide

Job summary

Allegheny Intermediate Unit is seeking an Administrative Assistant to provide comprehensive administrative and operational support for the Speech Language Support program. The role involves processing referrals, maintaining databases, coordinating scheduling, and tracking program expenses while ensuring confidentiality and adaptability to changing needs.

You will support staff with documentation and compliance, prepare materials for meetings and boards, and facilitate communication with internal

Qualifications

• High School Diploma required; Business School or Associate degree preferred.
• 2+ years administrative assistant experience required.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; databases and spreadsheets experience required.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Excellent written and oral communication skills.
• Ability to work independently with minimal supervision and as part of a team.
• Experience tracking budgets, payroll, billing, and purchasing preferred.

Responsibilities

• Processes and tracks program referrals, coordinating with staff and local education agencies.
• Maintains and updates electronic databases of students, staff, and records.
• Prepares and processes services agreements and billing for director review.
• Orders and tracks equipment and supplies, monitors inventory, and reconciles receipts.
• Assists in planning and preparation for program meetings with internal/external stakeholders.
• Monitors submission of program-required paperwork and ensures timely staff communications.
• Prepares board agenda items and compiles documentation by deadlines.
• Communicates with stakeholders to facilitate collaboration and information sharing.
• Supports onboarding/offboarding of program staff and related paperwork and logistics.
• Assists with special projects and other administrative duties.

Skills

MS Office

Time management

Communication

Independent worker

Problem-solving

Budgeting & Purchasing

Education

High School Diploma

Associate degree preferred

Tools

Databases

Spreadsheets

Job description

Administrative Assistant - Speech Language Support

The Administrative Assistant provides comprehensive administrative and operational support for the program. This role involves processing referrals, maintaining databases, coordinating scheduling, tracking program expenses, supporting staff with documentation and compliance requirements, and ensuring smooth daily operations. The position requires attention to detail, strong communication and interpersonal skills, confidentiality and adaptability to program needs.

Principal Accountabilities

1. Processes and tracks program referrals, ensuring timely distribution and follow-up, organizing the necessary information and coordinating with staff and local education agencies, in order to support efficient processing of requests for services.
2. Maintains and updates electronic databases of students, staff, and program records by regularly inputting and verifying data ensuring accurate, accessible and up-to-date information that is used by the program for a variety of essential functions.
3. Prepares and processes, for the review of the program director, all services agreements and billing, consistent with AIU procedures, ensuring documentation is accurate and timely.
4. Orders and tracks equipment and supplies by processing purchase requests, monitoring inventory, and reconciling receipt of supplies to ensure timely availability of resources for teachers and students.
5. Assists in planning and preparation for program meetings between internal and external stakeholders by scheduling, preparing materials and coordinating logistics that supports meaningful use of people's time.
6. Monitors submission of program-required paperwork by tracking and following-up on submissions, ensuring continuity and timeliness of staff communications.
7. Prepares board agenda items and submit according to administrative guidelines to ensure timely board action on program-specific items by compiling necessary documentation and submitting the information by deadlines.
8. Communicate with internal and external stakeholders to facilitate collaboration and information sharing by responding to inquiries, providing updates and relaying essential information.
9. Supports the onboarding and offboarding of program staff by coordinating paperwork, assisting with orientation to program-specific equipment, logistics and processes, ensuring smooth transitions for personnel.
10. Assist with special projects and other duties as assigned by providing administrative support to program administrators and staff to support program operations while adapting to evolving needs.

Qualifications

1. High School Diploma required; Business School or Associate degree preferred.
2. Minimum of 2 years of administrative assistant experience required.
3. Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; experience with databases and spreadsheets required.
4. Strong organizational and time management skills with the ability to prioritize multiple tasks.
5. Excellent written and oral communication skills.
6. Ability to work independently with minimal supervision and as part of a team.
7. Strong problem-solving skills, discretion, and professionalism in handling confidential information.
8. Experience tracking budgets, processing payroll, billing, and purchasing preferred.Ability to comply with organizational policies and procedures.

Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Sitting for extended period of time
2. Lifting, carrying, pushing, pulling 35 pounds
3. Ability to kneel, crouch, bend and reach to retrieve and handle teaching materials and supplies
4. Moving fingers and hands in a repetitive manner
5. Ability to speak clearly and distinctly when communicating with limited English speaking customers
6. Hearing clearly
7. Adequate vision to perform duties

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Disclaimer

The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.

Reports To

Director/Supervisor of Speech Language Supports

Department

Speech Language Support

Salary

Grade 10

Benefits

Professional Support Benefit Guide