Administrative Assistant 

Summary 

This is a professional position within Allegheny County Department of Human Services that supports the day-to-day operations of the Applied Learning & Development Team and the Youth Support Partner Unit.  Incumbent must possess the ability to serve in a variety of administrative capacities and participate in achieving the goals and objectives of the team by assisting the Office Manager and staff to maintain an organized and functional unit. The Administrative Assistant needs to be able to contribute to a strength-based environment and respectfully interact with young adults, colleagues, community members, various stakeholders, youth and their family members. 

Essential Duties and Responsibilities 

• Provides administrative support to the Applied Learning & Development Team and the Youth Support Partner Unit, per Office Manager’s direction.  

• Maintains a professional atmosphere by providing consistent office coverage and confidentiality of all personnel matters within the unit. 

• Provides administrative support on various day to day and long-term projects, as needed. 

• Serves as a lead for using and pulling data from multiple database and online survey systems for several grants, projects and programs. 

• Coordinates administration related to helping secure checks from fiduciary for all approved youth requests for the Asset Matching Program. 

• Manipulates available data to help prepare necessary reports for funders and administrators and other needs. 

• Ensures all materials are prepared for Asset Matching Program and Trainings monthly. 

• Helps plan and upload documentation to an electronic filing system for administrative and client records in the YSP Unit. 

• Maintains phone/email contact lists and ensures distribution of information in a timely manner. 

• Provides support around Synergy and other databases. Assists with maintaining tracking charts, client database, excel spreadsheets, files and other documents to support the Unit. 

• May be asked to assist with orientation of new staff and prepare binders. 

• Contacts family members, professionals, natural supports and others to gather information, schedule meetings and do follow up on any action steps. 

• Manages and coordinates several central Office Outlook calendars; receives, follows-up on and confirms multiple meeting requests per day, in a timely manner. Schedules meetings, trainings, etc., with the assistance of the Receptionist. 

• Coordinates with the other Administrative Assistant on setting up/cleaning up conference rooms and other common areas, as needed. 

• Maintains supply stock, cleanliness, and organization of conference rooms, kitchens and other common office locations, as needed. 

• Prepares materials to support trainings and meetings led by Management Staff, types up agendas, takes minutes and distributes materials as requested. 

• Attends weekly meetings and comes prepared with correspondence for meetings, takes notes, etc. 

• Prepares all correspondence to Diversified Care Management (DCM) Cranberry/Pittsburgh locations. 

• Works with DCM and acts as a liaison with other office tenants, building contacts, equipment providers, etc., as needed. 

• Tracks concrete goods and gift cards and maintains office supply orders/distribution. 

• Prepares emails, letters and memos on routine office matters; types and proofreads correspondence. 

• Delivers faxes, photocopies and messages to intended staff; files and distributes required hard copies and/or electronic documentation when requested. 

• Receives, logs, sorts and distributes mail/correspondence to staff; prepares outgoing mail. 

• Coordinates the filing of all client related paperwork. Maintains electronic client files. 

• Manages, generates and submits purchase approvals for fiscal tracking records.  

• Collaborates with staff to organize and prepare meetings, office celebrations, other special activities, conference arrangements, unit community service and other events. (ex. securing venues, ordering food, setting-up/cleaning-up). 

Supervisory Responsibilities 

This job has no supervisory responsibilities. 

Additional Responsibilities 

From time to time the employee will be required to perform additional tasks and duties as required by the employer.  

Knowledge, Skills and Abilities 

• Creative thinker, detail-oriented and motivated to work hard. 

• Flexible to adapt to the changing needs within the unit. 

• Excellent communication skills, both oral and written, with the ability to maintain confidentiality with sensitive information.   

• Ability to maintain professionalism in interacting with a diverse population including youth, family members, professionals and staff. 

• Good organizational skills with strong attention to detail.  

• Solid telephone and interpersonal skills. 

• Strong computer skills and knowledge of Word, Excel, Outlook and PowerPoint; database experience is preferred; conversant in Internet and email usage. 

• Ability to follow directions to complete tasks and meet deadlines and schedules, in timely manner; comfortable asking questions if unsure. 

• Willing and able to become knowledgeable of company and county protocols, services and programs. 

• Ability to multi-task and function with flexibility throughout the course of the workday. 

• Self-starter, with the ability to work independently to initiate tasks that need to be completed for the unit(s) without needing specific and defined details outside the framework already defined. 

• Knowledge and understanding that a strength-based approach to working with individuals is a key strategy for helping them to be successful in the workplace. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, consistent with applicable law. 

Education/Experience Requirements 

Associates degree in a human services field, plus 3 years previous work experience in the human services field and/or experience working in an office environment. 

-OR- 

Any equivalent combination of education and/or prior Administrative Assistant experience that meets the required knowledge, skills and abilities.