Administrative Office Assistant (AOA)

Job Title: Administrative Assistant

Location: 10 Duff Rd. Suite 205, Pittsburgh, Pa. 15235

Job Type: Full-time, Non-Exempt

About Us: Tutelage Residential Services is a small for-profit community-based human services agency located in Pittsburgh, Pennsylvania. Our agency is wholeheartedly committed to proudly serving and caring for providing support services to adults with intellectual and developmental disabilities in Southwestern Pennsylvania.

Job Summary:

As the Administrative Assistant you will have the opportunity to use your organizational expertise to assist in keeping business operations running smoothly. The Administrative Assistant provides support to several business functions by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making meeting arrangements and providing other administrative tasks. In addition you will interact with those we serve upholding standards aligned with "Everyday Lives". Those that have a knack for details and desire to elevate their career are encouraged to apply!

Key Responsibilities:

• Answering phone calls and directing the caller to the appropriate personnel, department, or voicemail to ensure all calls are addressed
• Welcoming on-site visitors, determining the nature of business, and notifying visitors to appropriate personnel to ensure good customer service
• Providing callers with basic information such as company address, directions to company location, company fax numbers, company website and other related information
• Maintaining office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies to ensure supplies are available and organized at all times

• Disseminate information as instructed by CEO/Owner or other authorize team members including draft memorandums and letters
• Handling inquiries, incoming work requests and workflows
• Knowledgeable on documents and records to answer requests for information
• Receiving, sorting, and distributing incoming mail and other communications
• Compiling records of office activities, typing documents, maintaining filing systems, scanning and managing databases
• Controlling basic accounting functions such as checking invoices and making deposits, managing petty cash, ledger receipts etc.
• Keeping office area neat and tidy
• Handle emergency situations appropriately, (according to ODP policies). Utilize crisis interventions when necessary
• Maintain compliance including state and federal regulations, HIPAA, OSHA,6400 regulations and 6100 regulations as appropriate and trained.
• Positive attitude with ability to communicate directly without ambiguity.
• Can work in a relaxed environment with people that get work done but like to have fun!

Key Competencies

Overall, we are looking to partner with a collaborative professional who has solid administrative acumen, organized, and results oriented.

• Communication skills - verbal and written
• Customer service orientation
• Time management skills and the ability to prioritize work
• Reliable & Flexible
• Autonomy - ability to work without immediate supervision
• Initiative and motivated to learn

Education

• High school diploma or General Education equivalent

Experience

• Previous office and administrative experience
• Knowledge of relevant software applications including MS Office (Word, Excel, PowerPoint, Access, Outlook, and Publisher) and Proficient in use of email and internet
• Good numeracy skills
• QuickBooks and knowledge of basic accounting procedures
• Be able to type 50 WPM
• Good proofreading skills
• Knowledge of office management systems and procedures

Other Qualifications

• Minimum age 18
• Have an acceptable child and criminal history
• Not be disqualified under any local, state, or federal exclusions lists
• CPR/First Aid Certification.
• Physical exam and TB Mantoux test
• Will lift no more than forty (35) pounds independently

How to Apply: Interested candidates are invited to submit their resume, cover letter, and any relevant details.

Tutelage Residential Services LLC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Join our team and be a part of the exciting journey of shaping the future for our clients!