Administrative Assistant

Administrative Assistant

The Administrative Assistant supports staff in the smooth and efficient management of Westmoreland Community Action. This includes a diverse array of tasks from data entry, note taking, and supporting communication and interaction with customers and participants. The Administrative Assistant aims to make sure everything runs smoothly throughout the main office building, while also assuring the efficient and accurate completion of all confidential clerical duties and office procedures within the management team.

Responsibilities:

• Provides required administrative support for senior staff, including copying and distributing materials, supporting mail processing, as assigned
• Provide coverage and assistance at the reception desk as needed, including answering phones, greeting visitors and routing callers and visitors to appropriate staff
• Typing correspondence, reports, case summaries, program materials, presentations, and internal memos as assigned
• Help screen and route phone calls and email correspondence
• Process invoices or receipts within the financial software
• Monitor office supply inventory and coordinate with fiscal for purchasing; completing purchasing support as needed
• Monitor site administrative machines and tools (ex. Copier) and works with fiscal or maintenance departments in resolving issues or completes a maintenance or purchase order to meet needs.
• Monitors the cleanliness or tidiness of the building taking initiative to remedy concerns or alerting the Executive Administrative Coordinator to concerns.
• Organize logistics for team meetings, program trainings, and stakeholder events including room bookings, agendas, minutes, and follow-ups
• Assist with preparation of materials for community presentations
• Provide support, as assigned, to the Executive Administrative Coordinator in maintaining corporate records and/or facilitating meetings of the Board of Directors and its committees.
• Maintain compliance with HIPAA regulations, in regard to accessing Protected Health Information, according to the Table of Access contained in the HIPAA Policy and Procedure Manual. Employee access is on a "need to know" basis.
• Maintains confidentiality of proprietary and business information and decisions.
• Any and all other job related duties as assigned.

Requirements:

Education, Experience and/or Skills:

• High School Diploma minimum
• Minimum of three (3) years' experience in office suite programs and other software systems.
• Effective communication skills (including verbal and written/email communication skills) and customer service skills leading to rapport and team building across staff and board members.
• Ability to operate a variety of office machines and equipment.
• Highly skilled in computer operations and software applications.
• Ability to establish, develop, and maintain an effective and pleasant working relationship with staff, clients, other allied Social Service personnel and the general public.
• Ability to work well under pressure and manage sensitive or controversial subjects with tact, kindness, and professionalism.
• Ability to work successfully in a team environment as well as independently.
• Ability to prioritize multiple projects and deadlines simultaneously.
• Attention to detail, initiative, and follow through.
• Commitment to agency values and mission and ability to communicate an inspired vision or sense of purpose.