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

　　24-00037

　　Department

　　Human Resources & Civil Service

　　Opening Date

　　01/22/2024

　　Closing Date

　　2/25/2024 4:00 PM Eastern

　　FLSA

　　Exempt

　　Bargaining Unit

　　01

　　Description

　　Benefits

　　Questions

　　POSITION SUMMARY

　　Position Summary

　　Performs moderately responsible duties requiring independent analysis, exercise of judgment and detailed knowledge of relevant department policies and procedures. Providing 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: $58,352per 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 comply with the City of Pittsburgh's COVID 19 vaccination mandate.

　　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.

　　A current, valid Class C Pennsylvania Motor Vehicle Operator's License at the time of filing application or prior to appointment, which must be maintained throughout employment. Written requests for a special accommodation on the basis of the Rehabilitation Act of 1973 and the Americans with Disabilities Act will be considered by the Department of Personnel and Civil Service Commission on an individual basis.

　　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 from 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 working in an office environment and/or customer service. Experience in Microsoft Excel and Teams and Canva preferred. (Less than full-time experience will be calculated on a pro-rated basis.)

　　EDUCATION/TRAINING: The application must clearly show an Associate's Degree from a fully accredited institution. (See NOTE under the General Application Requirements Section above regarding the verification of education/training).

　　EQUIVALENCY: Education/training and/or work experience 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 five (5) years. (See NOTE under the General Application Requirements Section above regarding the verification of education/training).

　　CIVIL SERVICE EXAMINATIONS

　　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

　　Position Duties

　　Assists in performing 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 computer programs, including but not limited to J.D. Edwards, Ceridian (Payroll Reports), and NeoGov (Applicant Tracking), etc.

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

　　Gathers and analyzes information; compiles data to prepare a wide variety of reports, presentations and surveys.

　　Drafts, prepares and maintains confidential information including disciplinary actions, and 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 such 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 assisting a high level position, project management, office management, report writing and communications?

　　Yes

　　No

　　02

　　Please describe this experience.

　　03

　　Do you have an Associates Degree from a fully accredited institution?

　　Yes

　　No

　　04

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

　　Yes

　　No

　　05

　　Did you read and understand that you must submit OFFICIAL documentation to the Department of Human Resources & Civil Service to verify any of your post secondary education/training?

　　Yes

　　No

　　06

　　Due to the City of Pittsburgh's COVID-19 vaccine mandate, the City of Pittsburgh requires all employees to be vaccinated against COVID-19. Do you agree to provide proof of vaccination if you are selected to fill this position?

　　Yes

　　No

　　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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