Administrative Assistant - Program

Job DetailsJob Location: PITTSBURGH, PA 15220Position Type: Full TimeSalary Range: $21.00 - $24.00TITLE:  Administrative Assistant – Program (Non-Exempt / Full Time)  PRIMARY LOCATION: Emmaus Community Administrative Office (no remote days)  BENEFITS:  Healthcare (90% employer paid for employee, and 85% for all other tiers; see back for rate chart), Dental and Vision (100% paid for family), Paid Time Off – 4 weeks (20 days), Short Term and Long Term  Disability, $25,000 Life Insurance Policy, 403b Retirement Plan, Tuition Reimbursement Program (after 1 year full time), and Employee Assistance Program (EAP) to support employee mental health.    PRIMARY SCHEDULE:   Generally, Monday through Friday 9am-5pm; some flexibility required to travel to Emmaus homes as needed, after hour training, etc.  REPORTS TO: Director of IDD Services   START DATE: Immediately  POSITION SUMMARY: The Administrative Assistant provides clerical and administrative support to agency leadership, program staff, and individuals served by maintaining records, coordinating communications, scheduling meetings, and assisting with compliance requirements.     JOB DESCRIPTION:  Willingness to carry out the mission and support the values of the Emmaus Community   Assists Program Staff (including Director of IDD Services, Assistant Director of IDD Services, Program Managers, Program Specialists, Residential Advisors, etc) with clerical support such as typing, organizing, filing, copying distributing mail, faxing and shredding.  Helps to ensure compliance with all State and County mandated regulations  Intake preparation  ISP documentation / scheduling / follow up  Resident training: scheduling, tracking  Fire safety: physical site, compliant fire drills  NADSP correspondence  Service Note completion  Training  / Data collection  IM4Q; Quality Management; QA&I processes  Maintains confidential individual and agency records in accordance with HIPAA and Emmaus Community policies  Creates and manages spreadsheets, databases, memos, policies and messaging  Maintains electronic and paper filing systems  Assists with organizing all communication from ODP  Works with various leaders in the organization to coordinate activities as needed to complete necessary programmatic projects   Answers phone and email messages; ensures responses are delivered timely  Schedules appointments, meetings, trainings and conference rooms; sets up meeting rooms, including purchasing food and supplies  Coordinates occasional travel arrangements    Provides technical support including: computers / copier / postage   Completes other special projects and administrative tasks as required  Attend and participate in staff meetings   Completes required monthly trainings  EOE QualificationsHigh School Diploma or higher; Two or more years of administrative or office experience preferred; proficiency with Microsoft Office (Share Point, Word, Excel, PowerPoint); strong communication, organizational and time management skills; ability to multi-task and to maintain confidentiality.