Administrative Assistant

Job TitleAdministrative Assistant
LocationPittsburgh, PA
Job Description

Job Summary

The Administrative Assistant supports and assists general office activities and projects with

administrative tasks. Provides customer service support. Under moderate supervision, work may

involve contact with homeowners and board members.

Job Duties and Responsibilities

Duties include but are not limited to:

• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors.
• Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.

• Processes and distributes incoming and outgoing mail for the office and Associations.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Updates homeowner and association information in C3 and shared files.
• Relieves concierge/telephone operators on an as needed basis.
• Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.

• Processes print jobs, scanning and faxing as general office support when needed.
• Files association documents for Community Managers. Arranges for delivery and pick up of

documents from storage when necessary.

• The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind the work of different assignment positions.

• Other duties as assigned.

Requirements

Knowledge and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.

• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.)
• Knowledge of company policies, procedures and forms.
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time critical prioritization skills.

Education and Experience

• High School Diploma or GED Required
• 0 – 3 years of directly related or closely related experience

Certifications or Licenses

• n/a

Travel Requirements

• n/a

Working Conditions

• Typical office environment
• Frequent social interaction

PHYSICAL DEMANDS

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 accommodations may be made

to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and to reach

above shoulders with hands and arms in order to file a variety of documents; use hands and fingers

to input data to information system; and talk or hear in order to gather and provide information on

departmental processes. The employee is often required to sit in order to process information and

conduct data entry activities.

ENVIRONMENTAL DEMANDS

Work is performed in a climate-controlled office without exposure to adverse environmental

conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise

extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or

pathogenic substances.

Company DescriptionWith more than 180 branch offices across North America, Associa delivers unsurpassed management and lifestyle services to nearly five million residents worldwide. Our 10,000+ team members lead the industry with unrivaled education, expertise and trailblazing innovation. For more than 40 years, Associa has provided solutions designed to help communities achieve their vision. To learn more, visit www.associaonline.com.