Executive Assistant Job at City of Pittsburgh in Pittsburgh

Salary: See Position Description

Location : Pittsburgh, PA

Job Type: CS Exempt, Full Time

Job Number: 24-EAHR-01

Department: Human Resources & Civil Service

Opening Date: 11/20/2024

Closing Date: 12/16/2024 4:00 PM Eastern

FLSA: Exempt

Bargaining Unit: 01

POSITION SUMMARY

Provides executive-level confidential administrative and project support to the Director of Human Resources and Civil Service. Acts as a primary contact for the Director; may lead the work of other administrative staff and interns. Coordinates meetings and activities with the Mayor's Office, City Departments, City Council, and outside agencies. Acts as a liaison with all levels of City and community stakeholders.

Department: Human Resources & Civil Service

Posting Type: Announcement

Salary: $62,670 per year (2025 salary).

Union: None, this is a non-union position.

Civil Service Classification: Exempt

REQUIREMENTS

General 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 become residents of the City of Pittsburgh prior to employment and remain a resident throughout employment.
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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 for employment based on the results of their background investigation (as it relates to the job for which they are being considered).

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 four (4) years of full-time experience as an executive assistant. (Less than full-time experience will be calculated on a pro-rated basis.)
• EDUCATION/TRAINING: None required for this position.
• EQUIVALENCY: None permitted for this position. Therefore, no education/training may be substituted toward the qualifying requirements listed above.

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. 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.

POSITION DUTIES

Support to Director:

• Assists the Director in fulfilling the department's mission and managing resources.
• Manages the Director's calendar, coordinating both routine and complex meetings.
• Prepares the Director for meetings by assembling relevant briefing materials, records, and necessary documentation.
• Accompanies Director to meetings when required, recording follow-up actions and assignments.

Communication, Correspondence and Event Coordination:

• Oversees incoming and outgoing correspondence, phone calls, and visitor interactions; acts as a gatekeeper, screening communications and responding on behalf of the Director's office as appropriate.
• Manages and tracks the Director's correspondence (e.g., legislation, contracts, memos) and delegates tasks to staff when necessary, ensuring timely responses and completion.
• Prepares a variety of documents, including legislation, ordinances, requisitions, resolutions, letters, reports, and budgetary documents; composes routine to complex correspondence.
• Organizes and participates in departmental functions, ensuring event logistics and objectives are met.

Office Management and Record Keeping:

• Maintains confidential personnel records, adhering to confidentiality and data management best practices.
• Maintains a comprehensive system for logging, routing, and tracking files and documents for the Director's office, both electronically and physically.
• Handles and secures confidential information related to disciplinary actions, grievances, proposals, performance improvement plans, and other sensitive department matters.
• May lead or coordinate the work of other administrative staff, and/or departmental interns, providing guidance and support.

Other Responsibilities:

• Performs additional duties related to departmental needs and completes other tasks as assigned.

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 four (4) years of full-time experience as an executive assistant.?

• Yes
• No

02

Please describe your related professional work experience.

03

The City of Pittsburgh welcomes all applicants, including those who would need to relocate to satisfy the Residency Requirement prior to starting this position. Please elaborate on your plans to relocate to Pittsburgh if you do not already live within the City of Pittsburgh municipality. If you already reside within the City of Pittsburgh, please write N/A.

04

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

• Yes
• No

Required Question