Admin Assistant - Intermediate (Alcohol Highway Safety Program)

at  UPMC

LICENSURE, CERTIFICATIONS, AND CLEARANCES:

• Act 31 Child Abuse Reporting with renewal
• Act 33 with renewal
• Act 34 with renewal
• Act 73 FBI Clearance with renewal

PURPOSE:

The Administrative Assistant will help support the Alcohol Highway Safety Program (AHSP) in the Addiction Medicine Service Line. The AHSP program is designed to service those who have been arrested for driving under the influence of alcohol and/or other drugs. The Administrative Assistant will work with other staff to ensure the program is running in accordance with rules and regulations set forth by the Allegheny County Highway Safety Program/Court of Common Pleas, the Allegheny County Clerk of Courts, and the Allegheny County Probation Office.

RESPONSIBILITIES:

• Maintain accurate records of client attendance, participation requirements, payment reports, and related documentation.
• Facilitate communication with clients for various purposes, including scheduling services, processing payments, sending class/group reminders, etc.
• Ensure timely booking of rooms and preparation of materials for all evening and weekend classes throughout the month. Complete all post-service filing and update case records after service delivery.
• Under general direction, provides other varied administrative support to AHSP including:
• May make travel arrangements.
• Maintains various accounting and budgetary records (i.e., completes expense reports).
• Collects, compiles, and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Researches, drafts, and/or abstracts reports (i.e., conduct initial research to gather information for Supervisor regarding topic of interest).
• May also perform all responsibilities of an Administrative Assistant - Associate: Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities. Orders office supplies and maintains office equipment. Answers, screens, and routes incoming calls and messages. Responds to routine questions. Greets, screens, and directs visitors to appropriate staff member.
• Reviews administrative procedures and interprets them for employees.
• Maintains supervisor’s calendar (i.e., proactively schedules meetings on supervisor’s behalf, makes recommendations for large meeting venues and catering, takes leadership role to ensure meetings flow smoothly).
• Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
• Composes routine, general, and unique/independent correspondence (i.e., sends more than standard emails, begins to modify content of email on behalf of department head, reads and answers correspondence).
  High school diploma or equivalent
  Three years experience in an administrative support role
  Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software
  Ability to use applicable MS Suite products
  Working knowledge of business processes and procedures
  Knowledge of basic accounting and financial principles and functions
  Ability to analyze data and use basic reasoning skills