Greensburg, Pennsylvania
Administrative Assistant 2 Job Opening in Greensburg, Pennsylvania - Summary:
This is a full-time non-exempt position that performs confidential administrative support to the Administrative Services Division of WCSI. The primary goal of this position is to provide efficient and effective support service to the organization, achieving goals and objectives that will assist in meeting WCSI?s Mission and Vision. Essential duties, include various tasks and assignments in Compliance/Quality, Resources Support, and Administrative Services. Duties and responsibilities of this position will require working closely with the Chief Administrative Officer (CAO), the Senior Leadership Resources Supervisor (SLRS), and the Quality Compliance Resources Specialist (QCRS). This position may also serve as the back up to the Executive Administrative Assistant. Based on the job duties and responsibilities, this position is expected to maintain strict confidentiality. The primary work hours will be Monday through Friday, 8:30AM-4:30PM with a ½ hour lunch, unless otherwise agreed upon.
Job Duties and Responsibilities:
Administrative Services Support
Within the scope of Administrative Services this position will:
Provide confidential and administrative support to the CAO, SLRS and QCRS.
Provide support services to other in the Office of Administrative Services, as needed.
Serve as the primary backup to the Executive Administrative Assistant and cross-train in all primary job responsibilities of this position.
Responsible to coordinate desk manuals and all processes for Office of Administrative Services.
Perform an initial review/audit on all performance evaluations to ensure that agency standards are adhered to.
Provide confidential administrative support in the attendance and documentation of meetings as required.
Perform functions of routine office duties, such as purchase requisitions and ordering office supplies.
Compliance/Quality
Within the scope of Compliance/Quality, this position will:
Provide confidential administrative support to the SLRS and QCRS.
Maintain records, file, and scan all internal and external audits and corresponding backup and adhere to documentation standards.
Track and analyze internal and external audit results for the agency with an emphasis on year
over year reporting and trends for SLRS and QCRS review.
Track Periodic Review provider reporting for quarterly analysis and review.
Forward all incident reporting to Compliance Officers for review.
Maintain the incident database and generate monthly reporting to SLRS for review and follow up.
Maintain data for all client satisfaction reporting in database, generate client satisfaction reporting for Program and QCRS review of trend analysis.
Print and distribute provider service document payback errors for QCRS and Internal Fiscal Auditor review and analysis. This will include generating month reports for provider unit payback and service document errors to SLRS and QCRS for trend analysis.
Cross-reference and maintain quarterly bulletin reviews for each program emphasizing quality during review.
Review all legislative updates for agency impact and alert all applicable leadership of relevant items.
Provide administrative support to the QCRS on maintaining provider agreements within the agency.
Provide assistance to the QCRS with consolidating yearly conflict of interest data for annual PANO reporting.
Resources Support
Within the scope of Resources Support this position will:
Provide administrative support, as needed, for agency Grants as directed by the SLRS and in collaboration with the QCRS and Grant Team.
Maintain Grant files and ensure proper paperwork is disseminated and processed within the requirements of each grant.
Provide administrative support, as needed, for agency Outreach as directed by the SLRS and in collaboration with QCRS.
Oversee tracking and distribution for all outreach giveaway items.
Communicate expectations and instructions to agency representatives.
Provide assistance with agency representation in the community as deemed necessary.
Coordinate, and maintain the schedule for the WCSI conference room for all trainings and meetings.
Provide administrative support, as needed, for the agency Strategic Plan as directed by the SLRS.
Provide administrative support, as needed, for special projects as directed by the SLRS.
May be assigned confidential and administrative support to Senior Leadership of the agency.
General
General duties and responsibilities will include:
Tracking and analyzing data, within areas of responsibility.
Maintain filing within all areas of responsibility, including compliance, quality, projects, grants and outreach.
Generate reports and provide initial analysis of data, as related to areas of responsibility.
Provide administrative support to the Office of Administrative Services, compose and type letters, memoranda and other correspondence related to assigned responsibilities and activities.
Additional duties, may be assigned, as deemed necessary.
Work Collaboration and/or Supervisory Responsibilities:
This position is directly supervised by the Senior Leadership Resources Supervisor. This position will require working directly with and in collaboration with the CAO and QCRS, while providing support to the CAO as directed. This position may also get direction from the CEO as needed for additional administrative support. Level of independence will be based on assessment of the supervisor, as related to assignments. This position has no supervisory responsibilities.
Job Activities that are associated with this Position:
Establish and maintain interpersonal relationships. Develop constructive and cooperative working relationships with others, and maintain over time.
Communication with Managers, Supervisors, and Peers, providing information by phone, via e-mail, or in person.
Advanced utilization of computers and computer systems (hardware; software; web-based).
Performing daily administrative tasks, such as maintaining information files and processing paperwork.
Developing specific individual goals and plans to prioritize, organize, and accomplish work responsibilities.
Observing, receiving and processing information from various modalities.
Using relevant information and individual judgement to determine whether events, actions or processes comply with existing
Communicating with people outside of the organization, representing WCSI, as an initial contact for the public; providers; clients and other external sources.
Compile; categorize; calculate; tabulate; audit or verify information or data.
Knowledge, Experience, and Education Requirements
Bachelor?s Degree, with one-year experience in advanced clerical support OR six (6) years of experience in advanced clerical support. Equivalent combination of education, experience, and training, which reflect the knowledge, skills, and abilities necessary for the position, will be considered.
Within the scope of this position, candidate will have knowledge of:
Advanced clerical and administrative procedures and systems, to include data entry; analysis, filing and record management; meeting agendas/minutes.
Structure and content of the English language, including spelling, composition, and grammar.
Principles and processes for providing Human Resources services to employees, to include quality and satisfaction of services.
Mathematical principles, including the application of statistics.
Methods and techniques for basic report preparation and writing.
Certificates, Licenses, Registrations
Valid PA Driver?s License
Proof of Valid Auto Insurance
Act 34; PA Criminal Record Clearance
Act 33; Child Abuse Clearance
FBI Clearance
Monthly Screening of PA-DHS Medicheck List; List of Excluded DHHS (LEIE) and SAM?Excluded Parties List.
Skill and Ability Requirements:
Within the scope of this position, candidate will have the ability to:
Read and understand information and ideas presented in writing.
Communicate information and ideas in speaking and writing so others will understand.
Communicate information and ideas in writing so others will understand.
Compose correspondence and compile and arrange data in a readable and comprehensible manner.
Combine pieces of information to form general conclusions.
Exercise good judgement and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Work with frequent interruptions and a high degree of contact by phone.
make accurate arithmetic calculations.
Within the scope of this position, candidate will have the skill to:
Identify or detect a pattern (words; data) that is hidden in other distracting information.
Apply principles of time management.
Apply principles of work organization.
Assess the of tasks/assignments, and apply principles of prioritization.
Review information, ask pertinent questions and evaluate to obtain the best solution.
Environment, Physical and Mental Conditions:
Environment: Work is performed primarily in a standard office environment. with extensive employee contact and frequent interruptions. Work may be required outside the office environment in relation to needs of the organization. This can include overnight travel. Exposure to outside weather conditions will exist. The noise level in the work environment is low to moderate.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting, to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift and carry light to moderate (15 pounds) amounts of weight, to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information. Requires the ability to see, within the normal vision range, with or without correction. Requires the ability to hear, within the normal audio range, with or without correction.
Mental: Work responsibilities will require excellent problem solving skills and organizational skills. Will be exposed to situations which are urgent or emergent, which may require immediate action. Responsibilities require multi-tasking, with extensive employee contact and frequent interruptions, which could be time sensitive and/or have deadlines. Will require management of requests and situations that occur at the same time.
Reasonable Accommodation:
It is WCSI?s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with disabilities.
This position description is not an employment agreement or contract, but rather a description of the expectations of job duties and responsibilities as assigned to this position. Management has the exclusive right to alter the scope of work within the framework of this position description and the position classification, at any time without prior notice.
Job Type: Full-time
Required education:
Bachelor's
Required experience:
Administrative Assistant: 1 year
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