Assistant I and II, Administrative and Specialist, Administrative

Full Job Description

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.

Requirements

GENERAL APPLICATION 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 City of Pittsburgh residents prior to employment and must remain a resident throughout their employment.
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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 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.

• 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 and/or work experience 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.

The Total Qualifying Requirement is one (1) year. (See NOTE under General Application Requirements 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 these positions.

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

Additional Information

• 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 personnel and such other related tasks and duties as assigned or required.
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