Job Information
City of Pittsburgh Executive Assistant to COS and Deputy COS in Pittsburgh, Pennsylvania
Executive Assistant to COS and Deputy COS
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Executive Assistant to COS and Deputy COS
Salary
See Position Description
Location
Pittsburgh, PA
Job Type
CS Exempt, Full Time
Job Number
24-EACD-01
Department
Office of the Mayor
Opening Date
06/19/2024
Closing Date
Continuous
FLSA
Exempt
Bargaining Unit
01
Description
Benefits
Questions
POSITION SUMMARY
The Executive Assistant is a key member of the Mayor's Office Executive team and will support the Chief of Staff and Deputy Chief of Staff. The Chief of Staff and Deputy Chief of Staff are responsible for advising the Mayor, executing his vision, and all Mayor’s Office operations, including strategic initiatives, intergovernmental affairs, corporate/institutional relationships, board and commission appointments, and leading the following teams:
Mayor’s Office Executive Team
Office of Immigrant and Refugee Affairs
Communications Team
Neighborhood Services
Office of Business Diversity
Workforce Development, Education, and Youth
Office of Equal Protection
As the Executive Assistant you will manage high-level support needs, including administrative tasks, scheduling, organizing travel and accommodations, communications, writing, and other project management tasks for the Chief of Staff and Deputy Chief of Staff. The ideal candidate will have a diverse skill set that includes excellent written and verbal communication skills, administrative and organizational skills, and the ability to maintain confidentiality and exercise good judgment. They should also be flexible, precise, attentive to detail, and creative problem solvers. Strong Executive Assistants will need to learn their executive's needs, wants, strengths, and weaknesses, and be able to adapt their working style to the executive and different circumstances. A detailed understanding of the Microsoft Office suite is also necessary. The direct report for this position is the Chief of Staff; this role will be supervised by the Deputy Chief of Staff.
Department: Mayor's Office
Salary: $69,035 per year.
Posting Type: Announcement
Union: This is a non-union position.
Civil Service Classification: Exempt
REQUIREMENTS
General Application 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 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.
Applicants must comply with the City of Pittsburgh's COVID-19 vaccine mandate.
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 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:
WORK EXPERIENCE: Three (3) years of related work experience in administration, project management, local government, community organizing, business management, and/or operations. (Less than full-time experience will be calculated on a pro-rated basis.)
EDUCATION/TRAINING: Bachelor’s degree from an accredited college or university in Public Administration, Public Policy, Business, Political Science, Social Science, or other closely related field. (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 seven (7) years. (See NOTE under the General Application Requirements Section above regarding the verification of education/training).
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
Drafts, reviews, and sends communications on behalf of Chief of Staff and Deputy Chief of Staff.
Prioritizes and responds to emails, as instructed; makes, responds to, and routes calls to the correct person and/or takes messages; communicates messages and information to the Chief of Staff and Deputy Chief of Staff, as needed.
Prepares reports, memos, letters, and other documents.
Manages the Chief of Staff and Deputy Chief of Staff’s calendars, including making appointments, resolving conflicts, rescheduling, and prioritizing the most sensitive matters.
Prepares and updates the Mayor’s “Huddle Board” prior to weekly Calendar Review.
Works closely with the following team members:
Mayor’s Executive Assistant on support of the Mayor and scheduling.
IDEA Coordinator on front office operations and general office duties, including, but not limited to supply orders, tech liaison duties, and P-card purchasing.
Project and Administrative Coordinator in support of the Deputy Chief of Staff.
Other citywide special and executive assistants as necessary to support scheduling.
Maintains and updates data organizing systems and tools; maintain comprehensive and accurate files, databases, records, documents, and reports to be retrieved as needed.
Organizes and prepares for meetings, including gathering documents, either reviewing or preparing agendas and other materials in advance, attending to logistics of meetings, completing meeting set-up, and briefing of Chief of Staff and/or Deputy Chief of Staff prior to.
Accurately records minutes and distributes notes from identified meetings with either the Chief of Staff or Deputy Chief of Staff.
Utilizes various software, including word processing, spreadsheets, databases, and presentations.
Reads and analyzes incoming emails, memos, and submissions and distributes them as needed.
Makes travel arrangements for Chief of Staff and Deputy Chief of Staff, including flight and hotel arrangements, preparing and submitting travel papers, and completing submission of post-travel reimbursements.
Provides support as a virtual meeting assistant.
Opens, sorts, and distributes incoming faxes, emails, postal mail, and other correspondence.
Provides administrative support, such as preparing e-mails, memos, and other communications on behalf of the Chief of Staff and Deputy Chief of Staff.
Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary.
Provides general administrative support
All other tasks and duties as assigned.
CLICK HERE (http://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
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.
02
Does your application show three (3) years of related work experience in administration, project management, local government, community organizing, business management, and/or operations?
Yes
No
03
If you answered YES, please describe your experience.
04
What is your highest post secondary educational level? What was your field of study/major?
05
Did you remember to attach your complete resume with this application? If you did not, your application may be disqualified.
Yes
No
06
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 prior to being hired by the City of Pittsburgh? Transcripts must be submitted at the time of any/each job interview you have. (This requirement is listed more comprehensively on the online Job Announcement along with our address.)
Yes
No
07
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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