O&M Administrative Specialist

Alcosan; Pittsburgh (Allegheny County); On-site; USD 45,000 - 65,000; Full time

Job summary

Alcosan is seeking an Administrative Assistant- O&M to provide confidential administrative support to the Director of Operations and Maintenance and to manage the office for the Operations and Maintenance staff.

The role includes scheduling, records management, data entry, responding to inquiries, coordinating meetings, processing invoices, and ensuring compliance with policies and data protection guidelines.

Qualifications

• Five years administrative experience.
• Typing proficiency required with 50 words per minute accuracy.

Responsibilities

• Distributes mail, prepares outgoing mail, answers phones, and greets visitors.
• Schedules meetings and updates the Director’s calendar.
• Sends reminders for meetings, classes, workshops, and seminars.
• Formats, prepares, organizes, and preserves data and reports daily, weekly, and monthly.
• Coordinates department’s Safety-related meetings.
• Processes purchase requests, invoices, and vendor correspondence for office products and services.
• Provides administrative assistance to the Executive Director as needed.
• Ensures compliance with policies, confidentiality standards, and data protection guidelines.
• Performs data management including scanning, emailing and electronic filing; maintains file system.
• Assembles documents for regulatory submissions and coordinates enrollment paperwork.

Skills

Communication skills

Organizational skills

Attention to detail

Time management

Confidentiality

Professionalism

Education

Associate’s Degree in Business or related field

Tools

Microsoft Office 365

Adobe Acrobat

Electronic Filing systems

Document Management Systems

Office equipment usage

e-fax systems

Job description

Alcosan is seeking an Administrative Assistant- O&M to provide confidential administrative support to the Director of Operations and Maintenance and to manage the office for the Operations and Maintenance staff.

The role includes scheduling, records management, data entry, responding to inquiries, coordinating meetings, processing invoices, and ensuring compliance with policies and data protection guidelines.