Coordinator, Administrative presso City of Pittsburgh, PA

About the Department

The Administrative Coordinator is a key member of the administration team for their department. This role works closely with colleagues and the manager to ensure the general operations of the department function smoothly. Specifically, this role will perform moderate to senior-level clerical functions requiring independent judgment and analysis, as well as close collaboration and teamwork on the human resources and financial aspects of the team’s responsibilities.

Department:  Any

Salary:  $44,606 per year.

Posting Type: Announcement

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. 

Union Bid Form:  City employees whose names appear on the Eligibility List for this position, and who are in the union noted above, must file a Bid Form when the official Notice of Bid is posted.

Civil Service Classification:  Non-Competitive 

Position Duties

General Application Requirements:

You must submit or show proof of all the following at the time of 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. 
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NOTE: Candidates being considered for employment must submit official transcripts verifying post-secondary education (college/university, trade school, etc.) prior to hire. 

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.

• WORK EXPERIENCE: The application must clearly show four (4) years of full-time clerical/administrative experience, including at least two (2) years of experience using Microsoft Office products. (Less than full-time experience will be calculated on a pro-rated basis.) 
• EDUCATION/TRAINING: High school diploma or GED. 
• EQUIVALENCY:  Education/training may be substituted for work experience 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 four (4) years. (See NOTE under the General Application Requirements Section above regarding education/training verification).

Minimum Qualifications

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.  Candidates who receive job offers must pass a medical examination (when applicable) prior to start date.

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

Other Qualifications

• Prepares and maintains accurate records, documents, spreadsheets, and materials of considerable complexity related to the administration of the clerical, procurement, contracting, human resources, budgeting, and/or financial operations of the department.
• Researches and reviews vendor invoice statements, verifies document accuracy, responds to inquiries, and assists in resolving related issues.
• Drafts and maintains records of correspondence, memos, bid specifications, RFPs, legislation, and City Council resolutions, et cetera. 
• Develops forms and procedures for the department with guidance from the supervisor.
• Participates in floor, department, and door security and access activities as assigned.
• Attends staff meetings and approved training programs. 
• Orders office supplies and materials.
• Schedules appointments and arranges logistics for meetings.
• Coordinates special programs for the department. 
• Performs receptionist duties as requested.
• Performs other related tasks and duties that are assigned or required.