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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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Administrative Assistant

Employment Type: Full Time
9/21/18

Reports to: Keystone STARS Manager
FLSA Classification: Non-exempt  Grade:   4 Hiring Range:  $10.24/hr - $12.74/hr     
Department: YWCA- Early Learning Resource Center 5

JOB SUMMARY:  

Act as a professional to support the YWCA Keystone Stars Program. Performs administrative duties for the program and acts as a back up for other YWCA programs.

MINIMUM QUALIFICATIONS: 

High School Diploma or equivalent with at least two (2) years of business office experience.

KNOWLEDGE AND SKILLS:

Proficiency in Microsoft Office is required.  Strong human relations, communications, telephone and organizational skills are mandatory.  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.
  • Handles routine administrative details of the program
  • Enters data pertinent to departmental needs.
  • Sorts, opens, stamps, posts out-going mail, and deliver in-coming mail and faxes on the day it is received, as needed, including bulk mail.
  • Performs customer service by answering telephones courteously and promptly, and returns calls as necessary.
  • Receives and screens visitors and telephone calls and notifies appropriate staff. 
  • Keep a hard copy of all ELS documents in a binder that is readily accessible to all staff.
  • Schedules travel accommodations for the team.
  • Plans Events as assigned by the Quality Director.
  • Assists the STARS Quality Coaches in sending 60-90 Day reminders to providers.
  • Assists the STARS Quality Coaches by printing and mailing all other correspondence as needed.
  • Assist the STARS Quality Coaches in scanning and reconciliation of grant receipts.
  • Maintains a constant supply of department forms, office supplies, and work-related materials.
  • Is responsible for filing, and maintaining the integrity of the office filing system.
  • Tasks may include periodic coverage of Front Desk/Receptionist duties.
  • Is prepared to offer assistance to other clerical staff regarding the day-to-day operations of the YWCA.
  • Maintains high levels of consumer/provider/OCDEL satisfaction.
  • Must maintain a high level of confidentiality when working with sensitive and personal client, vendor, employee and contract information.
  • Will work in conjunction with co-workers and management to achieve Affirmative Action goals.
  • Displays consistent professionalism and courtesy when interacting with internal and external customers.
  • Promotes and supports the mission, imperative, values and goals of the YWCA and DPW maintaining high performance standards.
  • Participates in YWCA and DHS professional development opportunities successfully implementing new skills, knowledge and procedures.
  • Participates in other activities assigned within the scope of Allegheny County.
  • Coordinates information, communication, and assignments between Quality Staff and all units of Child Care Partnerships
  • May require travel for meetings, agency trainings and other miscellaneous work assignments within or outside of Allegheny County

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 and with occasional  travel to other sites with 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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