Administrative Assistant

ADMINISTRATIVE ASSISTANT

This administrative position is assigned to the Allegheny County Department of Human Services (DHS), Office of Developmental Supports (ODS). Responsibilities include management of the front desk, incoming and outgoing mail, scanning, and filing electronic records, ordering supplies, and supporting all teams and supervisors in daily business functions. This position reports to the Unit Manager. 

  
DUTIES AND RESPONSIBILITIES 

1. Reception: Greet visitors and staff, providing a welcoming and professional atmosphere. Coverage of front door and reception area. 

2. Correspondence & Communication: Answer direct phone calls, manage email inquiries, and handle outgoing/incoming mail. 

3. Calendar Management: Schedule meetings, appointments, and travel arrangements for staff and management. 

4. Meeting Support: Book meeting rooms, prepare agendas, and take accurate minutes during meetings. 

5. Documentation: Draft, format, and edit letters, memos, reports, and other documents. 

6. Electronic Records: Retrieve and organize documents, ensure files are uploaded, labeled correctly, and disseminated to appropriate staff. 

7. Data Tracking: Assist staff with tracking information in Excel, data entry, and data retrieval. Research and compile data from online websites. 

8. Office Administration & Supplies: Monitor inventory levels, order supplies, and maintain office equipment including restocking and troubleshooting printer/copiers. Assist with basic staff workstation concerns including setting up monitors and creating Service Desk and IT tickets. Reporting and tracking status of maintenance concerns. 

SKILLS AND KNOWLEDGE 

1. Ability to work in a team-oriented atmosphere. 

2. Ability to be attentive to detail.  

3. Ability to take initiative and solve problems.  

4. Strong organizational skills. 

5. Excellent written and verbal communication across all levels. 

6. Ability to interact with individuals on all organizational levels. 

7. Ability to work with people from a variety of diverse agencies, backgrounds, resources, and communities. 

ESSENTIAL REQUIREMENTS 

1. Act 33, 34  and FBI  Clearances. 

2. A valid Pennsylvania motor vehicle license, access to a personal vehicle, and auto insurance on an employee driven vehicle. 

3. Strong interpersonal skills and oral and written communication skills. 

4. Ability to work independently on assigned tasks. 

5. High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). 

6. Full-time position requiring 40 hours per week Monday-Friday business hours. 

EDUCATION AND EXPERIENCE 

Bachelor’s Degree in business-related field or 3+ years’ experience in executive secretarial or assistant role. Experience in office management preferred. 

This position will be formally employed by Human Services Administration Organization. In this capacity, the individual will report directly to Allegheny County Department of Human Services and will carry out day-to-day responsibilities under the direction, supervision, and operational guidelines of the Allegheny County Department of Human Services. While Human Services Administration Organization will serve as the official employer for administrative and human resources purposes, the role will function as an integrated part of Allegheny County’s team.