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Administrative Assistant

Location: 650 Smithfield Street, Suite 2600, Pittsburgh, PA 15222
Reports to: Operations Manager

As the leader of Pittsburgh/Allegheny County’s public workforce system, Partner4Work ensures that the current and future needs of businesses and job seekers are met. Through innovative initiatives and programs spanning every facet of the workforce, we bridge the gap between people looking for work and companies in need of talent. The administrative assistant works closely with the team to perform many administrative, technical and analytical tasks to support the day-to-day functions of the organization. 

Essential Duties and Responsibilities

Administrative functions

  • Screen incoming telephone calls
  • Greet visitors and alert staff to their presence
  • Monitor general organization email boxes and respond as needed
  • Manage RFP responses by sorting and entering into tracking system
  • Manage conference room reservations and maintenance
  • Responsible for set up for all board meetings and staff meetings
  • Prepare correspondence and maintain RSVP lists as requested
  • Manage postage and maintain adequate levels at all times
  • Handle outgoing mail including packaging, weighing, printing labels and postage, and post office delivery
  • Open, date stamp and distribute incoming mail and daily and weekly periodicals
  • Coordinate, order and maintain office supplies, including copier supplies
  • Oversee maintenance of main copier/desk-side printers
  • Coordinate catering as requested
  • Oversee day-end kitchen clean up and dishwasher use
  • Manage telecommunication needs for office, including contract with KAPP, service calls for telephone equipment/lines, troubleshooting, and programming
  • Maintain usage log for conference bridge to reconcile bill at end of each month

Board Support

  • Prepare meeting space and printed materials for board meetings
  • Prepare tent cards and name tags for Board of Directors and guests
  • Create security sign-in and roll call lists
  • Assemble orientation binders at the request of the Board Relations Manager

Other duties as assigned

Required Knowledge, Skills, and Abilities

  • Knowledge of Microsoft Office products including Word, Excel, PowerPoint, Publisher, and Outlook
  • Knowledge of office administration
  • Knowledge of general office equipment (fax, copier, multi-line phone system, projector, etc.)
  • Strong organizational skills
  • Knowledge of telecommunications with ability to perform light programming
  • Ability to work confidentially and with discretion
  • Excellent interpersonal skills
  • Excellent verbal and written communications skills
  • Ability to respond to routine and non-routine correspondence, inquiries, requests and phone calls.

Education/Experience Requirements

Associate’s degree in business-related field and 3-5 years of related office experience

ADA Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be used to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to write and/or type, and talk or hear. The employee is occasionally required to stand, walk, and bend. The employee may occasionally lift and /or move as much as 10 pounds. The work environment characteristics are representative of those an employee encounters in an office environment. 

This position description in no way states or implies that these are the only job duties to be performed by the employee(s) in this position.  Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

Partner4Work (TRWIB, Inc.) provides equal opportunity in employment for all qualified persons regardless of race, color, religion, sex, national origin, age, disability, sexual orientation, or veteran status. Partner4Work is an EEO employer.

How to Apply

Are you passionate about helping people? Want to help businesses grow to ensure a thriving community for generations to come? Ready to challenge yourself in a flexible, collaborative, and supportive team setting?

Join Partner4Work. Submit a resume, cover letter, and salary requirements to info@partner4work.org.

Partner4Work provides equal opportunity in employment for all qualified persons regardless of race, color, religion, sex, national origin, age, disability, sexual orientation, or veteran status. Partner4Work is an EEO employer.