Assistant I And II, Administrative, And Specialist, Administrative

Performs moderately responsible to senior level clerical functions requiring independent judgment, specialized knowledge, and analytical skills relating to the interpretation of City policies and procedures.  May serve as secretary to an assistant director, deputy director or project manager.

Department:  Any

Posting Type: Announcement

Salary: Dependent upon position. 2024 rates outlined below.

• $38,542 per year (Assistant I, Administrative)
• $39,271 per year (Assistant II, Administrative)
• $39,434 per year (Specialist, Administrative)

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.

Union Bid Form: City employees whose names appears on the Eligibility List for this position, and who are in the union noted above, must file a Bid Form when the official Notice of Bid is posted.

Civil Service Classification: Non-Competitive

GENERAL APPLICATION REQUIREMENTS:

You must submit or show proof of all of the following at the time of filing your 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 City of Pittsburgh residents prior to employment and must remain a resident throughout their employment.

• Click here to view a map of City of Pittsburgh neighborhoods.

• Applicants must comply with the City of Pittsburgh's COVID 19 vaccination mandate.

NOTE: If your name appears on the current eligibility list for the position of Assistant I and II, Administrative AND Specialist, Administrative you do NOT need to re-apply. If you re-apply your application will be disqualified. Please check the Assistant I and II, Administrative, AND Specialist, Administrative by clicking HERE before you submit your application.

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 for employment based on the results of their background investigation (as it relates to the job for which the applicant is being considered).

QUALIFYING REQUIREMENTS:

Your City of Pittsburgh application will be reviewed, and 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 be sent an eligibility letter regarding your eligible/ineligible status.

• WORK EXPERIENCE: The application must clearly show one (1) year of full-time general clerical experience, including typing correspondence, letters, memos, etc. using Microsoft Word. (Less than full-time experience will be calculated on a pro-rated basis.)

• EDUCATION/TRAINING:  The application must clearly show a high school diploma or a GED Equivalency.

• EQUIVALENCY:  Education/training may be substituted on a year for year basis if the application clearly shows the required number of years to meet the Total Qualifying Requirement for this position (based on the sum of work experience and education/training listed above).  Proof of degree/education must be presented, or your application will be disqualified (see bulleted item under the General Application Requirements Section above). The Total Qualifying Requirement is one (1) year.

If you meet the qualifying requirements listed above, you will be sent a letter of admission (when applicable) for the following examination(s).  You must pass the written and/or performance examination(s) in order to have your name placed on the official Civil Service eligibility list for these positions.

• Performance: None required for this position.

• Written: None required for this position.

• Medical: None required for this position.

• Processes and analyzes information, documents, figures, and materials of considerable complexity related to the administration of the clerical, record keeping, and reporting functions.

• Analyzes information, applications, documents, and/or situations pertaining to administrative operations (e.g., payroll/personnel records, subpoenas, tax information, etc).

• Schedules appointments and makes arrangements for meetings and travel.

• Responds to inquiries and resolves issues.

• Collects material, assembles and prepares it for reports, correspondence, briefs, etc.

• Drafts, prepares and maintains confidential information.

• Establishes and maintains files and assists in development of forms and procedures for office.

• Screens visitors and calls.

• Types letters, reports, lists, summons, affidavits, briefs, pleadings, etc.

• Operates office machines (e.g., computer terminals, PC and peripheral equipment, calculator, typewriter, microfilm equipment, adding machine, copier, facsimile, etc).

• Maintains accuracy of records by organizing, maintaining, posting, logging, etc.

• Prepares accurate reports.

• Attends staff meetings and approved training programs.

• Proofreads copies and verifies documents, invoices, etc.

• Orders office supplies and materials.

• Performs data entry, retrieval and other processes.

• Takes notes and transcribes for letters, memos, reports, testimony at hearings and meetings, etc.

•  Provides technical assistance to departmental staff in matters related to the retrieval and storage of computerized information.

• Researches newspapers, magazines, etc.

• Provides customer service in person, by telephone or electronically.

• Coordinates various special programs (e.g., Scouting for Food, Blood Drive, Daffodil Days, etc).

• Performs activities and functions of related lower-level and such other related tasks and duties as assigned or required.

Click here to view the full job description including knowledge, skills, and abilities and working conditions for this position.  Locate and click on the position title to view the complete job description.