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Administrative Assistant

1 month ago

Pittsburgh, Pennsylvania, United States City of Pittsburgh Full time
Job Title: Administrative Specialist

We are seeking a highly skilled and organized Administrative Specialist to join our team at the City of Pittsburgh. As a key member of our department, you will provide administrative support to our team and contribute to the success of our organization.

Job Summary:

The Administrative Specialist will perform a wide range of administrative duties, including scheduling meetings, preparing correspondence, and maintaining records. This role requires excellent communication and organizational skills, as well as the ability to work independently and as part of a team.

Responsibilities:
  • Provide administrative support to the Department of City Planning, including scheduling meetings, preparing correspondence, and maintaining records.
  • Serve as the department's receptionist, maintaining control of incoming and outgoing correspondence, phone calls, and visitors.
  • Typing and use of Microsoft Word and Excel are required, with experience in Microsoft Access and PowerPoint preferred.
  • Establish and maintain files and records, prepare accurate reports as requested or required, and serve as backup timekeeper as needed.
  • Assist staff with making travel reservations, ordering supplies, and maintaining inventory of office supplies.
  • Handle mail and messages, receiving, sending, sorting, and distributing as needed.
  • Compose routine to complex letters and memoranda for supervisor's signature.
  • Maintain and schedule meetings for the Deputy Director, maintain a daily attendance list of visitors, and perform data entry, retrieval, and other processes.
  • Assist staff with the hiring, selection, and termination of College Interns, manage department's vehicles, and manage calendars for department conference rooms.
  • Coordinate with Print Shop and DCP staff for various departmental needs and perform activities and functions of related position(s) and other related tasks/duties as assigned or required.
Requirements:
  • One year of full-time experience in the areas of administrative support, including experience with scheduling meetings with representatives from multiple organizations, agencies/departments, and typing and use of Microsoft Word and Excel.
  • A High School Diploma or GED equivalency.
Benefits:

Full-time City employees receive a comprehensive benefit package, including health, dental, and vision benefits, pension, voluntary deferred compensation plan, tuition reimbursement, paid holidays, paid vacation, and personal days.