Administrative Assistant - IT

ALCOSAN; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

ALCOSAN is seeking an Administrative Assistant-Information Technology to provide confidential administrative support to the IT Director and oversee office operations.

Responsibilities include mail handling, calendar management, meeting coordination, invoice processing, data management, and support for safety and reporting. The ideal candidate has an Associate’s Degree in Business and at least five years of administrative experience, plus a 50 WPM typing test.

Qualifications

• Associate’s Degree in Business or related field.
• Five years administrative experience.
• Must pass a typing test of 50 words per minute accuracy.

Responsibilities

• Distributes mail, answers phones, greets visitors.
• Schedules meetings, updates Director’s calendar, and coordinates with Security.
• Processes purchase requests, invoices, and vendor correspondence.
• Formats, prepares, and preserves data/correspondence/reports/presentations.
• Maintains data/file systems and assists IT leadership as needed.

Skills

Microsoft Office 365

Word Processing

Adobe Acrobat

Typing 50 wpm

Education

Associate’s Degree in Business or related field

Tools

Electronic Filing Systems

Job description

ALCOSAN is committed to providing wastewater treatment services 24 hours a day, seven days a week. From our Board of Directors to our Executive Director, leadership and staff; we work to enhance the community’s quality of life and safety by protecting our rivers and streams. After 60 years of continued design, construction and operations of the sewer system and treatment plant, we now have 400 plus employees serving residential, commercial and industrial customers in 83 communities throughout Allegheny County.

Position Summary

The Administrative Assistant-Information Technology is responsible for providing comprehensive, confidential administrative support to the Director of Information Technology as well as overall office management support to the IT staff.

Job Duties

• Performs all standard office duties such as distributing mail, preparing outgoing mail, word processing, filing, photocopying and faxing, and answering phones. This includes greeting visitors upon arrival.
• Schedules meetings, updates the Director’s calendar, and alerts Security with visitor information.
• Sends reminders for all upcoming meetings, classes, workshops, and seminars, including posting meeting dates and times.
• Processes purchase requests, invoices, and vendor correspondence for office products, equipment and services.
• Formats, prepares, organizes, and preserves data/correspondence/reports/presentations daily, weekly and monthly.
• Coordinates department’s Safety-related meetings.
• Provides administrative assistance to Executive Director as needed.
• Ensure compliance with organizational policies, confidentiality standards, and data protection guidelines.
• Performs Data Management including scanning, emailing and electronic filing of documents. Creates and maintains file system for the retention of documents.
• Provides assistance with Community Awareness Campaigns. This includes promotion and participation of community campaigns, projects, and special events.

Job Duties (cont.)

• Performs other job-related duties as assigned.

Knowledge / Abilities

Extensive/Considerable knowledge of:

• Computer Skills including Microsoft Office 365, Adobe Acrobat, etc.
• English composition including grammar, punctuation and spelling.
• Office equipment usage and troubleshooting, including copy machine, scanner, laminator, e-fax, etc.
• Electronic Filing systems.
• Document Management Systems.

Working Knowledge Of

• Authority’s Union Contracts

Ability To

• Perform Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Organize, Plan, and Prioritize Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Communicate with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Establish and Maintain Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Get Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
• Document/Record Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Update and Use Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
• Schedule Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
• Update and Use Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
• Accurately type at a minimum of fifty (50) words per minute; Adjusted Speed.

(Typing Speed – Errors = Adjusted Speed)

• Act professionally while in possession of confidential information.

Minimum Education Level Required

Associate’s Degree in Business or a related field.

Minimum Experience Required

Five years administrative experience.

Required Certifications / Licenses

Must pass a typing test of 50 words per minute accuracy.

The Allegheny County Sanitary Authority is an Equal Opportunity Employer. It is the policy of the Authority to comply with all federal, state, and local statutes governing equal employment opportunity.