Administrative Assistant

Full Job Description

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, and completed supplemental questions.
• Applicants must be or become residents of the City of Pittsburgh before employment and remain residents throughout employment. 
  • Click here to view a map of the City of Pittsburgh neighborhoods.

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.

NOTE: Candidates under consideration for employment must submit official transcripts verifying post-secondary education (college or university, trade school, etc.) before hire. 

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 five (5) years of full-time experience in administrative support for HR or government operations. Experience in the Microsoft Suite, including Teams and SharePoint, preferred. (Less than full-time experience will be pro-rated.)
• EDUCATION/TRAINING: The application must clearly show a High School Diploma or equivalent. 

EQUIVALENCY: Education/training may be substituted for work experience 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 listed above, the Total Qualifying Requirement is five (5) years.

(See NOTE under the General Application Requirements Section above regarding education/training verification).

Qualifications

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 this position.

In addition, candidates who receive job offers must pass a medical examination (when applicable) prior to the start date.

Written: None required for this position. 

Performance: None required for this position. 

Medical: None required for this position.

Additional Information

• Performs administrative tasks related to Civil Service Commission documentation, examinations, and operational programs, including hearings, meetings, driver’s license checks, FMCSA compliance, internal training initiatives.
• Utilizes various software applications such as Microsoft Office Suite, Dayforce (employee data), and NEOGOV (applicant tracking) to complete daily tasks efficiently.
• Maintains and tracks contract files, routes agreements for approval, monitors expiration dates, and coordinates legislation and contract processing with stakeholders.
• Collects, analyzes, and compiles data to prepare reports, presentations, and surveys for departmental and Commission use.
• Drafts, prepares, and maintains confidential documents, including disciplinary actions, subpoenas, and proposals.
• Researches and compiles data for the Civil Service Commission annual report.
• Prepares and distributes meeting agendas, hearing notices, and minutes for Civil Service Commission meetings and hearings.
• Coordinates all logistics for commission hearings with internal and external personnel.
• Coordinates tracks and communicates exams with Civil Service medical professionals, candidates, employees and departments.
• Composes routine and complex correspondence, subpoenas, and memoranda for official signatures.
• Screens visitors and calls, schedules confidential appointments, and arranges meetings as needed.
• Manages incoming and outgoing mail, messages, and office supplies; operates office equipment, including PCs, scanners, and copiers and conference technology.
• Proofreads and verifies documents, invoices, and other materials for accuracy.
• Conducts research for RFPs, legislation, and contract completion; assists in drafting employee communications and informational materials.
• Schedules medical appointments for new hires, transfers, and promotions.
• Performs other activities, functions, and duties as assigned or required.
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