Administrative Assistant
Qualifications
High school diploma or equivalent required; Associate degree preferred.
• Minimum of two years of administrative support experience.
• Experience with bookkeeping and basic accounting practices.
• Proficiency in QuickBooks.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Strong data entry and record management skills.
• Ability to learn new software programs and billing systems.
• Excellent organizational, communication, and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
Specific Requirements
Key Responsibilities
Administrative Support
• Answer and direct incoming phone calls and emails in a professional manner.
• Maintain electronic and paper filing systems.
• Process correspondence, reports, and other business documents.
• Assist staff with general office procedures and administrative tasks.
• Schedule meetings and maintain calendars as assigned.
Bookkeeping and Accounting
• Perform data entry related to financial transactions.
• Assist with accounts payable and accounts receivable functions.
• Process invoices, payments, and deposits.
• Maintain accurate financial records and supporting documentation.
• Support budget tracking and financial reporting activities.
Billing and Compliance
• Learn and assist with billing processes for:
o Office of Developmental Programs (ODP)
o Office of Vocational Rehabilitation (OVR)
o County-funded programs and services
• Verify documentation requirements for billing submission.
• Assist with tracking service units and maintaining billing records.
• Ensure compliance with funding source requirements and agency procedures.
Payroll and Documentation Systems
• Assist staff in navigating payroll and timekeeping platforms.
• Support agency personnel in using electronic documentation systems.
• Help troubleshoot common platform issues and direct concerns to appropriate personnel.
• Maintain records related to employee documentation and payroll processing.
Technology and Software Support
• Utilize QuickBooks and Microsoft Office products effectively.
• Learn and support various agency software platforms used for service documentation, billing, scheduling, payroll, and reporting.
• Assist employees with accessing and utilizing agency systems.
Position Purpose and General Summary
Preferred Characteristics
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines.
- Dependable, professional, and team-oriented.
- Willingness to learn complex billing and documentation systems.
- Commitment to supporting the mission and values of The Learning Community of Pennsylvania.
General Duties
Work Schedule: 8:00 a.m. – 4:00 p.m.
Rotating Schedule:
• Week 1: Monday and Tuesday
• Week 2: Wednesday, Thursday, and Friday
About the Role
In this role, you will help keep the office running smoothly by supporting administrative workflows, maintaining accurate records, assisting with bookkeeping and billing processes, and helping staff use agency systems. The Administrative Assistant plays an important role in supporting employees, maintaining organized documentation, and ensuring that office and financial processes are completed accurately and on time.
Special Job Knowledge, Skills, Competencies
Physical Requirements
- Ability to sit, stand, and work at a computer for extended periods.
- Ability to lift and carry office supplies and files up to 25 pounds.