Administrative Assistant - Finance & Operations

Healthy Start, Inc.

Pittsburgh, PA, USA

Employment

US$18-19 (hourly)

Administrative

Sep 22

September 2022 

The mission of Healthy Start is to improve maternal and child health and to reduce poor birth outcomes and infant mortality.

Position Overview and Purpose:

This a professional support position providing administrative support to the finance and operations departments. The administrative assistant efficiently and effectively handles sensitive information and processes requiring a high degree of attention to detail and confidentiality. This work is being conducted within an organization that promotes health equity and is committed to improving birth outcomes and eliminating health disparities—with a focus on Black families in Allegheny County. The ideal applicant embraces this organizational focus. This position requires in-office work daily and is not considered a remote position. 

Duties and Responsibilities:

Finance Department – approx. 70% time allocation

  • Place orders for supplies, conference and event reservations, registrations, etc. 
  • Reconcile invoices and credit card statements
  • Track and distribute office deliveries
  • Scanning and filing
  • Maintaining orderliness of records and documentation
  • Supporting payroll operations
  • Other duties as assigned

Operations Department – approx. 30% time allocation

  • Supporting assignment setup of equipment for staff and contractors, including troubleshooting with vendors for maintenance and repairs
  • Support daily logistics scheduling for agency van driver
  • Equipment tracking and office inventory
  • Replenish paper in all copier machines daily and communicates any problems with copier and fax machines to the director 
  • Provide backup main phone line support
  • Scanning and filing
  • Supporting auditing activities
  • Other duties as assigned

Required Skills and Qualifications:

  • High School Diploma or equivalent, with Associates or Bachelor’s degree in finance, accounting or administration and a minimum of two years related experience and/or training preferred.
  • Professional demeanor is required as you will interact with persons at all levels within the organization, outside of the organization and community.
  • Maintain an absolute commitment to protecting the confidentiality of employee and agency information handled daily.
  • Must be able to follow directions with meticulous attention to detail and follow up on tasks to completion.
  • Knowledge of Healthy Start Project geographic area including parts of Westmoreland County.
  • Must have excellent interpersonal and communication skills.
  • Strong computer skills and proficiency in Microsoft suite of products with ability to create and maintain spreadsheets.
  • Must have excellent organizational skills.
  • Ability to follow instructions and take direction from management and comply with the boundaries of the establish policy and procedures.
  • Ability to meet deadlines.
  • Ability to keep accurate records.

Supervisory Relationship:

This position works under direction of the Staff Accountant and the Director of Operations.

Physical Demands:

The work performed is 95% in the office and 5% in the field. Office work requiring light lifting, carrying, stooping, standing, bending, walking and filing.

Intense mental, visual and aural attention is required as the work involves responding to requests, planning or performing work that is at times, can be fast paced. 

Other Requirements:

  • COVID-19 vaccination required.
  • Ability to pass and obtain clearances Act 33/34 and FBI.

Compensation:

The starting salary for this position is $18-$19/hr. This is a non-exempt position.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

FLSA Status: Non-Exempt

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