Administrator 2

City of Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 48,000 - 65,000; Full time

Job summary

City of Pittsburgh is seeking an administrative professional to assist the Director and Assistant Directors in a City Planning role. The position involves office administration, directing clerical staff, and ensuring timely completion of projects and Right-to-Know responses.

Responsibilities include maintaining filing systems, supporting fiscal and contracting duties, and upholding departmental operations. The role also covers coverage for Payroll and Purchasing as needed, with duties spanning

Qualifications

• One (1) year of full-time experience in modern office practices and procedures.
• High school diploma or GED required; education/training verified as stated.
• No substitution of education/training or work experience is permitted for this position.

Responsibilities

• Manages digital file-sharing, CMS, and project management software for the Department (e.g., SharePoint, Monday.com).
• Maintains accurate digital files and records database.
• Drafts and maintains confidential information of various types.
• Screens visitors and handles high-volume calls; schedules meetings and travel.
• Performs data entry and transcription; assists with clerical functions and boards as needed.

Skills

Typing

Info retrieval

Record maintenance

Word processing

Education

High school diploma or GED

Tools

SharePoint

Monday.com

Job description

Position Summary Performs a wide variety of administrative work in assisting the Director and Assistant Directors; performs office administration and may direct the work of clerical and records staff; ensures completion of projects and processes, maintains office systems, completes requests and disseminates Right-to-Know responses; supports fiscal and contracting duties; May serve as backup for Payroll and Purchasing.

Position Summary Performs a wide variety of administrative work in assisting the Director and Assistant Directors; performs office administration and may direct the work of clerical and records staff; ensures completion of projects and processes, maintains office systems, completes requests and disseminates Right-to-Know responses; supports fiscal and contracting duties; May serve as backup for Payroll and Purchasing.

Department

City Planning

Posting Type

Contractual Right Announcement/Bid

Salary

$56,761 per year

Union

This position is included in the American Federation of State, County, and Municipal Employees, Local 2719 bargaining unit and will be filled in accordance with the provisions of the Collective Bargaining Agreement

Civil Service Classification

Non-competitive

Requirements

General Requirements

• 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 must 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 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 via email.

• WORK EXPERIENCE: The application must clearly show one (1) year of full-time experience in m odern office practices and procedures, including typing, information retrieval, record maintenance, word processing software applications, etc. (Less than full-time experience will be calculated on a pro-rated basis.)
• EDUCATION: The application must clearly show a high school diploma or general equivalency. (See NOTE under General Application Requirements regarding education/training verification.)
• EQUIVALENCY: None permitted for this position. Therefore, no education/training and/or work experience may be substituted toward the qualifying requirements listed above.

CIVIL SERVICE EXAMINATIONS

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

POSITION DUTIES

• Manages and maintains digital file-sharing, content management systems, and project management software for the Department (e.g., SharePoint, Monday.com)
• Establishes and maintains accurate digital files and records database by organizing, maintaining, posting, logging, etc., using various types of software.
• Collects material and prepares and assembles it for reports, correspondence, etc.
• Drafts, prepares, and maintains confidential information including pending lawsuits, disciplinary actions, grievances, bargaining strategies and proposals, departmental plans and preparations, etc.
• Assists in development of forms and procedures for office.
• Screens visitors and manages general telephone correspondence by screening, directing, and responding to a high volume of outside calls.
• Schedules appointments and makes arrangements for meetings and travel.
• Handles mail and messages by receiving, sending, sorting, distributing, etc.
• Composes routine to complex letters and memoranda for superior's signature.
• Types letters, reports, lists, etc.
• Performs data entry, retrieval, and other processes.
• May take and transcribe dictation for letters, memos, reports, testimony at hearings and meetings, etc.
• Assists other division staff with related tasks and duties as assigned or required.
• Assists with departmental clerical functions, as needed.
• Serves as the Recording Secretary for the Planning Commission and other Boards, Panels, and Commissions as needed.
• Assists Zoning Board of Adjustment in creating notice mailings and posters.
• Serves as backup timekeeper for the Department.
• Performs other related tasks and duties as assigned or required.

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