Water Treatment Plant - Administrative Assistant

Job Title: Administrative Assistant
Department: Water Treatment Plant
Salary: $44,100-$52,900
Pay Grade: 3
FLSA Status: Non-Exempt
The Administrative Assistant will be responsible for supporting the management and staff in the departments of Operations, Safety/Security, Environmental Compliance, Laboratory, and Water Quality.
RESPONSIBILITIES
• Act as the first point of contact greeting visitors, contractors, consultants, and Pittsburgh Water staff.
• Produce correspondence, forms, and presentations using relevant computer software.
• Schedule conference calls and meetings, record meeting minutes, sort and deliver incoming mail, and respond to water treatment plant management support request.
• Support department leads with events and special project needs.
• Conduct office equipment and supply inventory and maintains stock levels.
• Act as departmental procurement office; assists in the procurement of materials and services, drafts and tracks departmental purchase orders and expenditures, creates reports as needed, verifies receipts of items, and receives items in the procurement systems.
• Maintain positive and productive working relationships with internal and external customers and staff.
• Receive and direct Water Treatment Plant visitors, answer phones, and direct calls.
• Assist staff with administrative requests.
• Book Water Treatment Plant tours in accordance with plant policies.
• Assist in maintaining the Water Treatment Plant room calendars.
• Manage records in accordance with the Authority’s policies.
• Perform filing of both digital and physical records.
• Perform other related tasks as assigned or required.
KNOWLEDGE, SKILLS & ABILITIES
• Ability to work well with all levels of internal management and staff, board members and public officials, as well as vendors and customers of all levels.
• Strong technical, analytical, and communication skills.
• Evident organizational skills throughout work history.
• Experienced user of MS Office 365 and common office equipment.
• Willingness to work in a fast-paced environment where needs change rapidly.
• Sensitivity to confidential matters is required.
EDUCATION / EXPERIENCE REQUIREMENTS
The following requirements list the minimum education/training/experience required to qualify for this job. An equivalent combination of education and/or experience may be accepted.
• High School Diploma or GED; Bachelor’s Degree in Business Administration or a related field preferred.
• Two (2) years of progressive assistant experience; Five (5) years of related experience in public/government office preferred.
GENERAL REQUIREMENTS
Applicant must present a current, valid Class C (Class 1) PA Motor Vehicle Operator’s License at the time of application or prior to appointment. A valid driver’s license must be maintained throughout employment.
Applicant must have permanent residency within one of the following Pennsylvania counties at the time of appointment and remain a resident within one of the noted counties throughout employment with the Pittsburgh Water: Allegheny, Armstrong, Beaver, Butler, Fayette, Greene, Lawrence, Indiana, Washington, or Westmoreland.
SUPERVISION EXERCISED / RECEIVED
No direct reports / Will receive supervision directly from the Office Manager.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, reach, or feel; see, talk, and hear clearly; stand, walk, stoop, kneel, or crouch, on even and uneven surfaces. The employee will frequently lift and/or move up to 25 pounds.
CONDITIONS
While performing the duties of this job, the employee is regularly exposed to a moderate or quiet noise level in the office work environment. Subject to remain on duty beyond normal hours and/or recalled during emergency situations or other extensive periods.
MEDICAL EXAMINATION
Employment may be contingent upon the results of a post-offer (initial employment or promotion) physical examination performed by the Authority's examining physician.
DRUG TESTING
Employment may be contingent upon the results of a post-offer (initial employment or promotion) drug screening. Continued employment may be subject to randomized drug and alcohol testing conducted without advance notice and for reasonable suspicion.
PRE-EMPLOYMENT BACKGROUND INVESTIGATION
Ability to successfully pass a thorough investigation consisting of a criminal history check, verification of prior employment and performance, reference, and credentials checks, and in some cases credi