Administrative Assistant - Human Resources & Civil Service

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Administrative Assistant - Human Resources & Civil Service

Salary

See Position Description

Location

Pittsburgh, PA

Job Type

CS Exempt, Full Time

Job Number

24-AAHR-02

Department

Human Resources & Civil Service

Opening Date

08/30/2024

Closing Date

9/20/2024 4:00 PM Eastern

FLSA

Exempt

Bargaining Unit

01

• Description

• Benefits

• Questions

POSITION SUMMARY

Performs moderately responsible duties requiring independent analysis, exercise of judgment, and detailed knowledge of relevant department policies and procedures. Provides confidential administrative and project support to the Assistant Director of Employee Compensation and the Assistant Director, Secretary & Chief Examiner in the Department of Human Resources and Civil Service. Acts as a primary contact for the Assistant Directors.

Department: Human Resources and Civil Service

Salary: $58,352 per year.

Posting Type: Announcement

Union: None, this is a non-union position

Civil Service Classification: Exempt

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 residents of the City of Pittsburgh prior to employment and remain a resident throughout employment.

• Click here (https://arcg.is/vD5Hn) 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 three (3) years of full-time experience as an executive or administrative assistant. Experience in Microsoft Office 365 and Canva preferred. (Less than full-time experience will be calculated on a pro-rated basis.)

• EDUCATION/TRAINING: None required for this position.

• 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). The Total Qualifying Requirement is three (3) years. (See NOTE under the General Application Requirements Section above regarding the verification of education/training).

CIVIL SERVICE EXAMINATIONS

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.

POSITION DUTIES

• Performs administrative duties for a wide variety of operational projects and programs including driver’s license checks, Federal Motor Carrier Safety Administration (FMCSA), and training programs.

• Navigates use of a variety of software applications, including but not limited to Ceridian Dayforce (Payroll Reports), J.D. Edwards, and NeoGov (Applicant Tracking), etc.

• Manages contract files including routing and tracking of agreements; follows up with stakeholders; drafts and coordinates legislation and contract routing; follows up on expiring contracts.

• Researches and analyzes information; compiles data to prepare reports, presentations, and surveys.

• Drafts, prepares and maintains confidential information including disciplinary actions, proposals, departmental plans and preparations, subpoenas etc.

• Gathers information to create the Civil Service Commission annual report.

• Prepares minutes from Civil Service Commission meetings.

• Prepares and posts hearing notices for all Civil Service Commission Hearings.

• Schedules court reporter for hearings.

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

• Screens visitors and calls.

• Schedules confidential appointments and makes arrangements for meetings and travel.

• Handles mail and messages by receiving, sending, sorting, distributing, etc.

• Composes routine to complex letters, subpoenas and memoranda for the Civil Service Commission's signature.

• Operates office machines (e.g., PC, and peripheral equipment, scanner, copier, calculator, etc.).

• Keeps records accurate by organizing, maintaining, posting, logging, etc.

• Proofreads copy and verifies documents, invoices, etc.; orders office supplies.

• Performs data entry, retrieval and other processes.

• Gathers information for RFP's, Legislation to be presented to City Council and for contract completion.

• Schedules medical appointments for new hires, transfers and promotions.

• Assists in drafting employee communications, flyers and informational documents for the Benefits Section.

• Secures and schedules meeting space when necessary.

• Performs activities and functions of related personnel as assigned or required.

• Performs other related tasks and duties that are assigned or required.

Click here (https://www.governmentjobs.com/careers/pittsburgh/classspecs) 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 .

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

• Personal Days

  (Benefits may be modified based on collective bargaining unit terms.)

  01

  Do you have three (3) years of full-time experience as an executive or administrative assistant?

• Yes

• No

  02

  Please describe this experience.

  03

  Do you have experience working with Microsoft Excel, MS Teams or Canva?

• Yes

• No

  04

  Please describe this experience.

  05

  Did you remember to attach your complete resume with this application? If you did not, your application may be disqualified.

• Yes

• No

  06

  The City of Pittsburgh welcomes all applicants, including those who would need to relocate to satisfy the Residency Requirement prior to starting this position. Please elaborate on your plans to relocate to Pittsburgh if you do not already live within the City of Pittsburgh municipality. If you already reside within the City of Pittsburgh, please write N/A.

  Required Question

Agency

City of Pittsburgh

Address

414 Grant Street Room 431 Pittsburgh, Pennsylvania, 15219

Phone

412-255-2710

Website

http://www.pghjobs.net

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