Administrator 2

Administrative Assistant

Performs a wide variety of administrative work in assisting the Director and Assistant Directors; performs office administration and may direct the work of clerical and records staff; ensures completion of projects and processes, maintains office systems, completes requests and disseminates Right-to-Know responses; supports fiscal and contracting duties; May serve as backup for Payroll and Purchasing.

Department: City Planning

Posting Type: Contractual Right Announcement/Bid

Salary: $56,761 per year

Union: This position is included in the American Federation of State, County, and Municipal Employees, Local 2719 bargaining unit and will be filled in accordance with the provisions of the Collective Bargaining Agreement

Civil Service Classification: Non-competitive

General Requirements: You must submit or show proof of all the following at the time of application (unless otherwise indicated below), or your application will be disqualified. Disqualifications based on any of these General Application Requirements are not subject to a Civil Service appeal.

• Applicants must submit a complete application, including education, work experience, a resume (if applicable), and completed supplemental questions.
• Applicants must be or become residents of the City of Pittsburgh prior to employment and must remain a resident throughout employment.

NOTE: The City of Pittsburgh, as a matter of policy, conducts pre-employment and promotional background investigations on all candidates being considered for positions. The background investigation includes, but is not limited to, criminal background, driver's license, and City of Pittsburgh real estate tax payments. Candidates may be disqualified from consideration based on the results of their background investigation, as it relates to the job for which the applicant is being considered.

Qualifying Requirements: Your work experience and education/training will be evaluated to determine if you meet the qualifying eligibility requirements listed below for this position. You will receive notice of your eligibility status via email.

• WORK EXPERIENCE: The application must clearly show one (1) year of full-time experience in modern office practices and procedures, including typing, information retrieval, record maintenance, word processing software applications, etc. (Less than full-time experience will be calculated on a pro-rated basis.)
• EDUCATION: The application must clearly show a high school diploma or general equivalency. (See NOTE under General Application Requirements regarding education/training verification.)
• EQUIVALENCY: None permitted for this position. Therefore, no education/training and/or work experience may be substituted toward the qualifying requirements listed above.

Civil Service Examinations: If you meet the qualifying requirements listed above, you will receive a letter of admission (when applicable) for the following examination(s). You must pass the written and/or performance examination(s) to have your name placed on the official Civil Service eligibility list for this position. Candidates receiving job offers must pass a medical examination (when applicable) before the date of hire.

• Written: None required for this position.
• Performance: None required for this position.
• Medical: None required for this position.

Position Duties:

• Manages and maintains digital file-sharing, content management systems, and project management software for the Department (e.g., SharePoint, Monday.com)
• Establishes and maintains accurate digital files and records database by organizing, maintaining, posting, logging, etc., using various types of software.
• Collects material and prepares and assembles it for reports, correspondence, etc.
• Drafts, prepares, and maintains confidential information including pending lawsuits, disciplinary actions, grievances, bargaining strategies and proposals, departmental plans and preparations, etc.
• Assists in development of forms and procedures for office.
• Screens visitors and manages general telephone correspondence by screening, directing, and responding to a high volume of outside calls.
• Schedules appointments and makes arrangements for meetings and travel.
• Handles mail and messages by receiving, sending, sorting, distributing, etc.
• Composes routine to complex letters and memoranda for superior's signature.
• Types letters, reports, lists, etc.
• Performs data entry, retrieval, and other processes.
• May take and transcribe dictation for letters, memos, reports, testimony at hearings and meetings, etc.
• Assists other division staff with related tasks and duties as assigned or required.
• Assists with departmental clerical functions, as needed.
• Serves as the Recording Secretary for the Planning Commission and other Boards, Panels, and Commissions as needed.
• Assists Zoning Board of Adjustment in creating notice mailings and posters.
• Serves as backup timekeeper for the Department.
• Performs other related tasks and duties as assigned or required.

Benefits:

• Health, Dental and Vision Benefits
• Pension
• Voluntary Deferred Compensation Plan
• Tuition Reimbursement
• Paid Holidays
• Paid Vacation
• Personal Days