Administrative Assistant - Pittsburgh, United States - Allegheny County

Description

Position Summary

:

The incumbent assists the Executive Director on all aspects of the operation of their office by performing a variety of confidential, administrative, and secretarial duties in accordance with Federal, state, and local standards, guidelines, and regulations that govern long-term facilities and under the direction of the Executive Director. Work includes providing clerical assistance to and compiling information for the Assistant County Solicitor on legal issues affecting the Kane Community Living Centers.

Overview:

The Kane Community Living Centers are a twenty-four hour, seven days a week operation. The incumbent for this position may be required to work overtime to meet operational needs as well as be subject to call back during an emergency condition as determined by management. Staff members must use reasonable safeguards to protect residents' health information (RHI) whether verbally, written, or through facsimile, from intentional or unintentional use or disclosure.

Duties:

Supervises the Receptionist for the Executive Office.

Tracks projects and work assignments made by the Executive Director to other Executive and senior staff to assure completion dates are met.

Provides clerical and secretarial support to the Assistant County Solicitor on legal issues affecting the Kane Community Living Centers, compiling of information, and typing of contracts, correspondences, legal briefs, and related documents.

Composes routine correspondence for the Executive Director's signature.

Assembles and compiles reports required for Executive Office meetings and/or publications.

Orders supplies and equipment for the Executive Office and oversees maintenance and service agreements.

Coordinates and schedules meetings and updates calendars of the Executive Director and Assistant County Solicitor

Types general correspondence, agendas, memos, and travel vouchers

Attends Executive Staff, Kane Foundation and other meetings and takes and transcribes dictation.

Logs, organizes, and maintains files on general correspondence, contracts, and minutes of meetings.

Reads and routes incoming mail to appropriate person.

Arranges and coordinates travel schedules and reservations for the Executive Director and Assistant County Solicitor.

Make copies of correspondence and other printed materials.

Prepares outgoing mail, including e-mail and faxes.

Performs related tasks and other duties as assigned by the Executive Director.

Knowledge, Skills, and Abilities Knowledge of:

General office procedures.

Supervisory principles and practices

Skill in:

Microsoft Office Suite.

Ability to:

Operate office equipment including a personal computer, typewriter, photocopier, fax machine, etc.

Read, write, and understand written and oral instructions.

Relate to and work with ill, disabled, elderly and emotionally upset people within a long-term care facility.

Compose general office correspondence and compile reports and information.

Take and transcribe notes.

Communicate effectively with co-workers, residents, family members, visitors, government agencies, and the general public.

Residency: Allegheny County within 1 year.
Veterans' Preference: Will be awarded to eligible candidates.