Administrative Assistant

3 weeks ago

Pittsburgh, United States Housing Authority of the City of Pittsburgh Full time
Summary

The primary purpose of this position is to provide administrative assistance to the Procurement Department. The incumbent will organize and prepare reports, track incoming requests, oversee and maintain filing/tracking systems, and support clerical tasks for the departments.

All activities must support the Housing Authority of the City of Pittsburgh ("HACP" or "Authority") mission, strategic goals and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.
  • Supports administrative and clerical needs of the Procurement, such as: receiving, logging, and distributing incoming correspondence; addressing requests for information; and maintaining supplies.
  • Schedules meetings, creates agendas, and records minutes on behalf of team members.
  • Types, enters data, reviews, edits and proofreads information, reports and documents; provides research assistance, and collates, formulates and disseminates information as directed.
  • Identifies past due invoices by using an accounts-receivable aging report; performs follow-up procedures with HACP departments on past due invoices.
  • Provides reception coverage to the department by greeting visitors and answering/directing telephone traffic using the HACP communications network.
  • Serves as the collection person for all physical bids and proposals submitted to the One Stop Shop.
  • Distributes procurement documentation and bid results to bidders, vendors, and appropriate HACP staff.
  • Distributes contract action memos Maintains confidential files and records; assists in developing more efficient filing/record keeping systems.
  • Develops, updates, and distributes regular reporting tools as assigned.
  • Reviews , assembles and coordinates advertisements on Authority's website and required periodicals.
  • Updates insurance Certificates in database, contact vendors to obtain new certificates.
  • Scan and index documents via Docu Class.
  • Performs other duties as assigned.


Education and/or Experience

High School Diploma or GED equivalent required and a minimum of 3 years of experience in supporting professional staff with office, database, and systems management. An equivalent combination of education and experience may be considered.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Gmail). Must have the ability to learn other computer software programs as required by assigned tasks.

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.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is usually moderate.

Employees must have access to 24 hour reliable internet service. Employees must also have reliable transportation to and from work, as well as, to get to and from multiple HACP locations based on business needs and assignments.

The Housing Authority of the City of Pittsburgh (HACP) provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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