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Position Openings

YWCA Greater Pittsburgh will not discriminate against any applicant or employee on the basis of age, sex, sexual orientation, race, color, creed, ethnicity, origin, lineage or citizenship, disability, marital status, military or veteran status or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. Applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the Human Resources Department.

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Office Assistant

Employment Type: Full Time
3/22/18

Reports to:   Assigned Supervisor
FLSA Classification/Job Grade: Non-exempt/3 
Hiring Range: $9.67/hr - $10.67/hr
Pay Range: $9.67/hr – $ 12.67/hr
Department/Location:   Early Learning Services-Child Care Information Services (CCIS)/Downtown

JOB SUMMARY: 

Provides administrative and secretarial support for the supervisor and department.  In addition to typing, filing and scheduling, performs duties such as coordination of meetings, obtaining supplies, coordinating direct mailings, and working on special projects. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization.  Independent judgment is required to plan, prioritize and organize diversified workload.  Acts as a backup for other YWCA programs.

MINIMUM QUALIFICATIONS: 

High School Diploma or equivalent with at least one (1) year of relevant experience.

KNOWLEDGE AND SKILLS:

Proficiency in Microsoft Office is required.  Strong human relations, communications, telephone and organizational skills.  The ability to work on several projects at one time is necessary, and ability to create and/or maintain a filing system.  Ability to operate various office machines/equipment is essential. 

ESSENTIAL RESPONSIBILITIES:

  • Provides clerical support in an accurate and professional manner for the efficient operation of the department.
  • Enters data pertinent to departmental needs.
  • Sorts, opens, stamps, posts out-going mail, and delivers in-coming mail and faxes on the day it is received.
  • Creates reports and spreadsheets for departmental use as needed.
  • Performs quality customer service including answering calls, scheduling appointments, processes documents and answering general provider and client questions. 
  • Maintains a constant supply of department forms and work-related materials/supplies..
  • Responsible for filing and maintaining the integrity of the filing system.
  • Responsible for taking minutes at departmental  meetings and responsible for distribution and filing of said document.
  • Tasks may include coverage of Front Desk/Receptionist duties as needed and assigned.
  • May require travel for meetings, agency trainings and other miscellaneous work assignments within or outside of Allegheny County.
  • Provides assistance/backup to other clerical staff regarding the day-to-day operations of the YWCA.
  • Maintains high levels of consumer/provider/DPW satisfaction.
  • Maintains confidentiality at all times.
  • Will work in conjunction with co-workers and management to achieve Affirmative Action goals.
  • Displays consistent professionalism and courtesy at all times and maintain a high level of customer satisfaction.
  • Promotes and supports the mission, imperative, values and goals of the YWCA
  • Participates in professional development opportunities and successfully implementing new skills, knowledge and procedures.
  • Participates in other activities as assigned and duties as assigned by the Supervisor or Director.

 

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS: 

  • Ability to lift, carry and otherwise move up to 15 pounds on a regular basis
  • Ability to sit, stand, bend, kneel, reach, push, pull, or walk for various lengths of time throughout the day
  • Ability to utilize computer equipment to complete daily work responsibilities
  • Ability to operate fax/copy machines, telephone, calculator and general office equipment on a daily basis
  • Daily work in an office environment with no exposure to weather conditions
  • Available to work 7 hours per day and/or 35 hours per week or more as necessary to meet Association objectives.
  • Ability to travel for meetings, agency trainings and other miscellaneous work assignments within or outside of Allegheny County.

The above statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job.  This document should not be considered a fully detailed description of all the work requirements of the position. YWCA Greater Pittsburgh may change the specific job duties with or without prior notice based on the needs of the organization.


 

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