Administrative Assistant - Outreach

ABOUT THE SCHOOL:

Located in the heart of Oakland, Western Pennsylvania School for Blind Children is a one-of-a-kind educational experience committed to empowering our students to realize their full potential. The School also provides vital early intervention and outreach services to visually impaired students, with or without additional challenges, throughout western Pennsylvania. Founded in 1887, our School is best equipped to care for and educate students with visual impairments. As a private institution chartered by the Commonwealth of Pennsylvania, the School educates approximately 200 enrolled students from 80-85 school districts within western Pennsylvania.

POSITION SUMMARY:

To provide administrative, clerical, and organizational support to the Outreach Services Department. The Administrative Assistant supports the Director of Outreach Services and Outreach professional staff in coordinating services provided to children, families, school districts, intermediate units, agencies, and other community partners. The Outreach Program provides information, consultation, direct services, assessments, professional development, and multidisciplinary evaluations to support children and students with visual impairments throughout western Pennsylvania. The Administrative Assistant is expected to function as an integral member of the Outreach team and perform duties that support the efficient delivery of these services.

FLSA Status: Non-Exempt

Working Schedule: Year-Round; Mondays through Fridays; Shift times TBD but will encompass core school hours of 9a-2p.

Compensation: TBD based upon education and experience

RESPONSIBILITIES:

1. Provides general administrative, clerical, and technical support to the Director of Outreach Services and Outreach professional staff.
2. Serves as a primary administrative point of contact for the Outreach Department and communicates professionally with families, school districts, intermediate units, agencies, professionals, and other individuals seeking Outreach services.
3. Answers telephone calls, responds to correspondence and inquiries, takes messages, and directs questions or requests to the appropriate Outreach staff member.
4. Assists with scheduling and coordinating Outreach services, consultations, assessments, evaluations, meetings, professional development opportunities, and other departmental activities.
5. Assists with maintaining accurate records, documentation, correspondence, forms, reports, schedules, and other departmental materials related to Outreach services.
6. Assists with the administrative coordination of direct services provided to children and students with visual impairments in their homes, school districts, or other appropriate settings.
7. Assists with the organization and maintenance of materials associated with the Outreach Lending Library, including receiving, documenting, organizing, distributing, and tracking materials as directed.
8. Prepares, copies, scans, files, distributes, and shreds documents and materials as needed while maintaining appropriate confidentiality.
9. Assists with submitting orders for educational materials; including those obtained with Federal Quota funds.
10. Assists with the distribution, collection, and filing of executed contracts between WPSBC and districts they serve.
11. Assists with maintaining departmental databases, spreadsheets, contact information, schedules, and other electronic or paper-based records.
12. Assists with the preparation of correspondence, reports, presentations, meeting materials, informational packets, and other documents for the Outreach Department.
13. Assists with planning and coordinating Outreach meetings, workshops, seminars, training opportunities, and other departmental events.
14. Assists with communication and administrative follow-up related to Outreach services provided to families, schools, intermediate units, and other organizations.
15. Assists with special projects and assignments related to the Outreach Department and performs duties that are specific to the Director of Outreach Services and/or individual Outreach staff members.
16. Provides administrative support for departmental initiatives designed to increase awareness of services available through the Outreach Program.
17. Maintains a professional and welcoming environment for families, students, educators, and other visitors interacting with the Outreach Department.
18. Provides coverage for the reception desk and mailroom, as needed.
19. Performs other duties as assigned.

An Equal Opportunity Employer

QUALIFICATIONS:

• Administrative Assistants in the Outreach Services Department must possess strong organizational, communication, clerical, and customer service skills. The individual must be able to manage multiple priorities, maintain accurate records, communicate professionally with families, school districts, agencies, and professional staff, and work effectively as a member of a multidisciplinary team.
• Proficiency with computers and commonly used software, including Microsoft Windows and Microsoft Office, is required. The individual must be able to answer telephone calls, respond to correspondence, schedule appointments and services, and greet families, visitors, and professional personnel in a courteous and professional manner.
• A minimum of a high school diploma or equivalent is required; post-secondary training in business administration, education, human services, or a related area is preferred.
• The individual must hold proper clearances for Police and Child Abuse, Act 34 and Act 151.

PHYSICAL REQUIREMENTS:

The Administrative Assistant will be assigned to work primarily in a general office setting. The following physical demands are typical for this type of position:

• Sitting at a desk for extended periods of time.
• Ability to read and attend to computer screens for extended periods of time.
• Manual dexterity skills for typing and use of office equipment; extensive typing may be required.
• Ability to lift objects such as reams of paper, stacks of reports, boxes of materials, or light equipment, generally items weighing 20 pounds or less.
• Frequent reaching, bending, and twisting.
• Communicating through speech and hearing.
• Walking and climbing stairs to and from various School departments.
• Ability to move, organize, and maintain Outreach materials and Lending Library resources.
• In emergency situations, must have the ability to respond to the needs of staff and students, which may include the ability to lift and carry or help to lift and carry students.

The position specifications described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. They are not an exhaustive list of duties performed for this position. Additional duties may be performed and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.