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Administrative Specialist

City of Pittsburgh
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Position Summary:
Performs a wide variety of complex administrative functions for the Department of City Planning.  Provides administrative support in the daily operations of the department.

Department: City Planning
Salary: $44,148 per year.
Posting Type: Announcement
Union: None, this is a non-union position.
Civil Service Classification: Non-Competitive

REQUIREMENTS

 

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 become residents of the City of Pittsburgh prior to employment and remain a resident throughout employment.
    • Click here to view a map of 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 for employment based on the results of their background investigation (as it relates to the job for which the applicant is being considered).

NOTE:  Candidates being considered for employment will be required to submit official transcripts to verify of their post-secondary education (college/university, trade school, etc.) prior to being hired by the City of Pittsburgh.  Transcripts must be submitted at the time of any/each job interview you have with the City of Pittsburgh. 

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 experience in the areas of administrative support. The required work experience must include experience with scheduling meetings with representatives from multiple organizations, agencies/departments and typing and use of Microsoft Word and Excel (additionally, experience in Microsoft Access and PowerPoint is preferred).  ( 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 GED equivalency.

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 and education/training listed above). Work experience may not be substituted for the required High School Diploma or GED equivalency.  The Total Qualifying Requirement is one (1) year.  (See NOTE under the General Application Requirements Section above regarding the verification of education/training). 

 

CIVIL SERVICE EXAMINATIONS

 

Civil Service Examination(s):

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.  Candidates who receive job offers must pass a medical examination (when applicable) prior to start date.

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

 

POSITION DUTIES

Position Duties:   
 

  • Performs administrative duties for the Department of City Planning, requiring independent analysis, exercise of judgment, confidentiality and detailed knowledge of department policies and procedures.
  • Serves as the department’s receptionist by maintaining control of incoming and outgoing correspondence, phone calls and visitors; screening and acting as intermediary; making appointments; distributing requests and problems or supplying information about departmental procedures.
  • Types a variety of correspondence and material, including contracts, ordinances, requisitions, resolutions, letters, reports, bills, budgets; may also compose and prepare routine to moderately complex correspondence.
  • Establishes and maintains files and records; prepares accurate reports as requested or required; may serve as backup timekeeper as needed and maintain payroll.
  • Serves as an information source for department employees and help coordinate activities.
  • Assists staff with making travel reservations as needed.
  • Orders supplies and maintains inventory of office supplies.
  • Handles mail and messages by receiving, sending, sorting, distributing, etc.
  • Composes routine to complex letters, and memoranda for supervisor’s signature.
  • Maintains and schedules meeting for the Deputy Director.
  • Maintains a daily attendance list of visitors.
  • Performs data entry, retrieval and other processes.
  • Assists staff with the hiring, selection, and termination of College Interns.
  • Manages department’s vehicles which includes, maintenance scheduling, and reservation requests.
  • Manages calendars for department conference rooms.
  • Coordinates with Print Shop and DCP staff for various departmental needs.
  • Performs activities and functions of related position(s) and other related tasks/duties as assigned or required.