Overview
Administrative Assistant Jobs in Pittsburgh, PA at Housing Authority of the City of Pittsburgh
Title: Administrative Assistant
Company: Housing Authority of the City of Pittsburgh
Location: Pittsburgh, PA
SummaryJob Description
The primary purpose of this position is to provide administrative assistance to the Procurement Department. The incumbent will organize and prepare reports, track incoming requests, oversee and maintain filing/tracking systems, and support clerical tasks for the departments.
All activities must support the Housing Authority of the City of Pittsburgh (“HACP” or “Authority”) mission, strategic goals and objectives.
Essential Duties And ResponsibilitiesThe position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.
Supports administrative and clerical needs of the Procurement, such as: receiving, logging, and distributing incoming correspondence; addressing requests for information; and maintaining supplies.
Provides reception coverage to department by greeting visitors and answering/directing telephone traffic using the HACP communications network.
Distributes procurement documentation to bidders, vendors, and other customers as assigned.
Processes bills and payments.
Maintains confidential files and records; assists in developing more efficient filing/record keeping systems.
Develops, updates, and distributes regular reporting tools as assigned.
Processes contract invoices.
Updates insurance Certificates in database, contact vendors to obtain new certificates.
Scan and index documents via Docu Class.
Performs other duties as assigned.
Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills:
Commitment
: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; and persists despite obstacles and opposition
Customer Service
: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers
Effective Communication
: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; and listens effectively
Responsiveness and Accountability
: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one’s own work; and does fair share of work
Teamwork
: Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone’s efforts to succeed
Education And/or Experience
High School Diploma or GED equivalent required and a minimum of 3 years of experience in supporting professional staff with office, database, and systems management. An equivalent combination of education and experience may be considered. Must be a resident of the City of Pittsburgh.
Technical Skills
To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Gmail). Must have the ability to learn other computer software programs as required by assigned …
