Address
Form of workMayor Gainey's vision for Pittsburgh is for all to feel safe and welcome in an environment where they can live and thrive.
The following principles guide the administration's leadership approach and delivery of services to employees and constituents:
- Show up
- Serve the people
- Keep them safe
- Diversify
- Spread success
POSITION SUMMARY
The Office Administrator serves as the first point of contact for all visitors and callers to the Mayor's Office. This role supports the Executive Office of the Mayor in various administrative functions, as well as performing intake and triage of constituent services that come in through the front desk (either in-person or via phone). This role also performs administrative and clerical functions requiring independent judgment, specialized knowledge, and analytical skills relating to the interpretation of City policies and procedures.
The ideal candidate will be energetic, share the Mayor's vision of the City as a customer-service operation, and love talking to people from all walks of life. They will take pride in consistently providing compassionate customer service to all visitors and callers to the Mayor's Office.
Core Functions:
- Serves as a liaison between the public and the Mayor's Office.
- Leads all front desk operations, including intake and triage of phone calls, walk-in constituents, deliveries, and greeting and signing in guests.
- Answers calls and enters data related to service requests received in the Mayor's Office in the City's Customer Relationship Management (CRM) system.
- Performs data entry, retrieval, queries, and searches to maintain accurate records in the City's CRM system and provide records to Neighborhood Services or other Mayor's Office staff as requested.
- Refers walk-in constituents to other Mayor's Office, city department, or external agency partners, depending on the subject matter of the issue, to receive case management and support as needed.
- Receives, screens, and engages visitors and callers to the Mayor's Office.
Department: Mayor's Office
Salary: $42,871 per year.
Posting Type: Announcement
Union: Non-Union
Civil Service Classification: Exempt
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 residents of the City of Pittsburgh prior to employment and remain a resident throughout employment.
- Click here to view a map of City of Pittsburgh neighborhoods.
- Applicants must comply with the City of Pittsburgh's COVID-19 vaccination 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 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 two (2) years of work experience in administration or a related field.(Less than full-time experience will be calculated on a pro-rated basis.)
- EDUCATION/TRAINING:The application must clearly show a high school diploma or a GED. (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 two (2) years. (See NOTE under the General Application Requirements Section above regarding the verification of education/training).
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.
- Requests information from visitors and callers to the Mayor's Office to best understand and document their concerns in a patient, objective, and sensitive manner.
- Maintains professionalism and compassion during engagements with visitors and callers, who are experiencing elevated stress levels and come from a variety of cultural and linguistic backgrounds.
- Identifies and escalates urgent or delayed requests for service to Neighborhood Services team, as needed.
- Processes and analyzes information, documents, figures, and materials of considerable complexity related to the administration of the clerical, record keeping, and reporting functions.
- Analyzes information, applications, documents, and/or situations pertaining to administrative operations.
- Uses independent judgment in day-to-day tasks, activities, and functions.
- Gathers data for overall department analyses; uses specialized knowledge and analytical skills relating to the interpretation of City policies and procedures.
- Collects material, assemble and prepare it for reports, correspondence, briefs, etc.
- Drafts, prepares and maintains confidential information.
- Establishes and maintains files and assist in development of forms and procedures for office.
- Acts as an ambassador for the Mayor's vision for safe neighborhoods, welcoming communities, and thriving people In all interactions with the public.
- Types letters, reports, lists, memos, briefing documents, etc.
- Operates office machines (e.g., computer terminals, PC and peripheral equipment, calculator, typewriter, microfilm equipment, adding machine, copier, facsimile, etc.).
- Maintains accuracy of records by organizing, maintaining, posting, logging, etc.
- Prepares accurate reports.
- Attends staff meetings and approved training programs.
- Proofreads copies and verifies documents, invoices, etc.
- Orders office supplies and materials.
- Performs data entry, retrieval and other processes.
- Takes notes and transcribe for letters, memos, reports, etc.
- Provides technical assistance to departmental staff in matters related to the retrieval and storage of computerized information.
- Conducts research as needed to support Mayor's Office operations.
- Provides customer service in person, by telephone or electronically (e.g. via email).
- Coordinates various special events and/or programs.
- Performs all other duties as assigned or required.
