This is a full-time non-exempt position that is responsible for providing administrative support within the Office of Administrative Management (OAM), as well as providing support to other areas of the agency, as assigned. Primary work hours will be Monday thru Friday, 8:30 am to 4:30 pm with a ½ hour lunch (37.5 hrs. /week), unless otherwise agreed upon.

Adheres to WCSI, County, State and Federal regulations governing Office of Developmental Programs service provisions. Attends specially designed training programs provided through WCSI, County, State and Federal agencies. Maintains client specific data necessary for auditing purposes by management and compliance purposes. This position is required to meet all timelines associated with paperwork processing and distribution as outlined by regulatory bodies.

This position requires the employee to perform their daily job duties and responsibilities in a structured work environment.

Includes the following, (other duties may be assigned as deemed necessary by management):

General Administrative Duties:

All administrative duties will require utilizing software programs, in an advanced capacity, which include but are not limited to Microsoft Software (i.e., Word, Excel, TEAMS, Outlook).

Under general supervision, coordinates and arranges meetings, prepares agendas, reserves/prepare facilities, records and transcribes minutes of meetings.

Provide tracking and follow-up to data driven outcomes.

Provide back up support to clerical positions within the organization, when needed and as assigned by Supervisor.

Maintain filing within all areas of responsibility. Be able to generate spreadsheets and general graphs to represent statistical analysis.

Provide general administrative support to the Office of Administrative Management, compose and type letters, memoranda, purchase requisitions and other correspondence related to assigned responsibilities and activities.

Specific Duties within each Department of OAM:

OAM—Development and Projects Department:

Website Maintenance and Monitor
Quarterly meetings with Program Directors on their specific pages.
Edit/Update Website utilizing WordPress.
Add resources/information under Recent News, as approved.
Manage/Track “listserv.”

Social Media – Maintain daily monitor of Facebook presence/comments.
Create daily Facebook posts with original content (flyers, etc.), share relevant information/resources from followers, create stories, etc.
Develop presence on Instagram. Create posts and monitor.

Google Rating/Review
Monitor Google for WCSI Reviews.

 Morning Announcements
Create daily content for morning announcements.
Monitor and maintain Morning Announcements Mailbox.
Obtain/Maintain Birthday and Work Anniversary information.

Assist in taking/gathering pictures at WCSI events and writing summaries of the outreach events.
Create WCSIPedia emails to send out to agency.

Research outreach opportunities in the community.
Register and coordinate outreach events, volunteers, tracking, pack giveaways.
Monitor Outreach Helpdesk (assign, respond to, and close tickets).
Create ads and flyers for outreach brochures/events utilizing Canva.

Monitor Grant Watch.
Maintain tracking for all grant documentation and expenses.

Assist in identifying content and creating Newsletter.
Maintain subscriber list in Mailchimp.

OAM—Quality and Compliance Department

Provide support to Client Records Unit staff in relationship to maintenance/charting of client records within electronic record software.
Responsible for data entry of client satisfaction surveys. Run client satisfaction reports for Q/C analysis.
Provide support to Compliance and Quality Unit related to maintaining tracking and reports.
Provide COMPASS and SOAR assistance for clients, in collaboration with the client’s program representative (i.e., SC; TCM; CJS; Peer), related to COMPASS and SOAR.

Work Collaboration and/or Supervisory Responsibilities:

This position is directly supervised by the Development and Project Manager. This position may also get direction from the Chief Administrative Officer (CAO) 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.

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 policies/regulations/standards.

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.

Attend meetings when directed to take meeting minutes and distribute to applicable parties.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
Bachelor’s degree with one-year experience in advanced clerical support or High School diploma with 4 years of clerical office experience, or an equivalent combination of training and experience performing advanced clerical work with administrative responsibilities. Must demonstrate the ability to establish and maintain effective working relationships within the Agency as well as outside entities. Proficiency in Microsoft Office: Word, Excel, PowerPoint, and Outlook are required.

Language Skills:
Knowledge of business communication, punctuation, arithmetic, and spelling, new technology as it relates to office practices and procedures, recordkeeping methods, and knowledge of departmental regulations and procedures.

Certificates, Registrations, Licenses:
Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse) and FBI Clearance. There will be monthly screenings of PA Medicheck List, LEIE (List of Excluded Individuals/Entities) and SAM (System for Award Management).

As a requirement of employment, certain personal information (Birth Date, Driver’s License, Diplomas, Transcripts, etc.) can be shared in a confidential communication as related to regulations, licensure and/or insurance carrier contracts.

As with all WCSI positions, this position will adhere to all random drug screening requirements, as set forth by WCSI Policy.


Physical/Mental Demands:
While performing the duties of this job, the employee is regularly required to operate a motor vehicle, sit, stand, walk, bend and lift objects of up to 10 pounds. The employee regularly uses a computer, phone, fax, copier, and other essential office equipment to carry out daily work assignments.

Work Environment:
While performing the duties of this job, the employee regularly works in an office environment, and is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

It is WCSI’s business philosophy and practice to provide reasonable accommodation, according to applicable state and federal laws, to all qualified individuals with disabilities.