Administrative Assistant Jobs in Pittsburgh, PA

JOB SUMMARY:
Must have excellent communication and organizational skills, ability to interface professionally and competently with
clientele, staff members and community partners. Ability to prioritize, manage time and multi-task workload. Own
transportation and flexibility with work schedule required. Requires critical thinking skills. Desire to work closely with
homeless and underserved population. Experience in data entry, Access, MS Word, Excel. Knowledge of community
resources helpful. Must have excellent organizational skills and attention to detail, and excellent time management
skills with proven ability to meet deadlines.

ESSENTIAL FUNCTIONS:

• Administrative support to the CEO, CMO, COO, CFO when needed, as well as other staff.
• Work effectively with external vendors
• Compliance with HIPAA
• Regular attendance
• Produces information and reports by transcribing, formatting, inputting, editing, retrieving, copying, and

transmitting text, data, and graphics

• Reads, research, and routes executive correspondences
• Drafts letters and documents for internal and external audiences
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences,

and travel

POSITION REQUIREMENTS
1. Performs all needed typing; including transcription of Board meeting minutes, committee minutes, notice of
meetings, reports, etc.
2. Responsible for assembling and distribution of materials for Board meetings each month.
3. Calls Board of Directors and committee members as needed to determine attendance for meetings.
4. Assists in the revision of policies, records, and forms, types up revisions, and assembles manual when
necessary.
5. Types with speed and accuracy from dictation, rough draft, or general instructions.
6. Makes and collates copies of reports, minutes, etc., prepares materials for outside printing when appropriate.
7. Maintains administrative files.
8. Excellent oral and written communication skills
9. Greets clients, patients and visitors who call in to or visit the site and provides solutions to customer problems
in a timely manner, achieving a high level of customer satisfaction through polite and professional
communication
10. Provides visitors and callers with information on Metro Community Health Center, such as address, directions,
fax numbers, website and other related information and directs phone calls and inquiries requesting information
to the appropriate staff member
11. Handles sensitive information in a confidential manner
12. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing
and expediting orders for supplies; verifying receipt of supplies
13. Prepares invoices and reports to funding agencies as needed under the direction of the senior team.
14. This position abides by the policies and procedures of Metro Community Health Center.
15. Performs any other duties as assigned.

EDUCATION/KNOWLEWDGE/ABILITIES:

• Types with speed and accuracy from dictation, rough draft, or general instructions
• Ability to function well in a high-paced and at times stressful environment
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute.
• Ability to use office equipment including but not limited to computers, fax machines, telephones and

copiers

• High School Diploma or GED and one year of administrative assistant experience, or any equivalent

combination of experience and training

• Ability to handle multiple projects
• Ability to prioritize and manage time

PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly required to sit; use hands to manipulate objects,
tools or controls; reach with hands and arms; and talk and hear. The employee must frequently lift and/or move up
to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job
include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Noise level
in the work environment is usually quiet.