Administrative Assistant

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Administrative Assistant

Salary

See Position Description

Location

Pittsburgh, PA

Job Type

CS Exempt, Full Time

Job Number

26-AAHR-01

Department

Human Resources & Civil Service

Opening Date

02/16/2026

Closing Date

3/6/2026 4:00 PM Eastern

FLSA

Non-Exempt

Bargaining Unit

Description

Benefits

Questions

POSITION SUMMARY

The Administrative Assistant provides comprehensive administrative and operational support to ensure the effective functioning of the Civil Service Commission and related HR programs. This role manages documentation, scheduling, reporting, and compliance activities while coordinating with internal and external stakeholders. The position requires strong organizational skills, attention to detail, technical proficiency, and adaptability to maintain accurate records, prepare official documents, and support the work of the department and the Civil Service Commission.

Department: Human Resources & Civil Service

Salary: $61,992 per year.

Posting Type: Announcement

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

Civil Service Classification: Exempt

REQUIREMENTS

You must submit or show proof of all the following at the time of 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, and completed supplemental questions.

Applicants must be or become residents of the City of Pittsburgh before employment and remain residents throughout employment.

Click here (https://arcg.is/vD5Hn) to view a map of the City of Pittsburgh neighborhoods.

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 based on the results of their background investigation, as it relates to the job for which the applicant is being considered.

NOTE: Candidates under consideration for employment must submit official transcripts verifying post-secondary education (college or university, trade school, etc.) before hire.

Qualifying Requirements :

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 receive notice of your eligibility status via email.

WORK EXPERIENCE: The application must clearly show five (5) years of full-time experience in administrative support for HR or government operations. Experience in the Microsoft Suite, including Teams and SharePoint, preferred. (Less than full-time experience will be pro-rated.)

EDUCATION/TRAINING: The application must clearly show a High School Diploma or equivalent.

EQUIVALENCY: Education/training may be substituted for work experience 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 listed above, the Total Qualifying Requirement is five (5) years. (See NOTE under the General Application Requirements Section above regarding education/training verification).

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. In addition, candidates who receive job offers must pass a medical examination (when applicable) prior to the start date.

Written: None required for this position.

Performance: None required for this position.

Medical: None required for this position.

POSITION DUTIES

Performs administrative tasks related to Civil Service Commission documentation, examinations, and operational programs, including hearings, meetings, driver's license checks, FMCSA compliance, internal training initiatives.

Utilizes various software applications such as Microsoft Office Suite, Dayforce (employee data), and NEOGOV (applicant tracking) to complete daily tasks efficiently.

Maintains and tracks contract files, routes agreements for approval, monitors expiration dates, and coordinates legislation and contract processing with stakeholders.

Collects, analyzes, and compiles data to prepare reports, presentations, and surveys for departmental and Commission use.

Drafts, prepares, and maintains confidential documents, including disciplinary actions, subpoenas, and proposals.

Researches and compiles data for the Civil Service Commission annual report.

Prepares and distributes meeting agendas, hearing notices, and minutes for Civil Service Commission meetings and hearings.

Coordinates all logistics for commission hearings with internal and external personnel.

Coordinates tracks and communicates exams with Civil Service medical professionals, candidates, employees and departments.

Composes routine and complex correspondence, subpoenas, and memoranda for official signatures.

Screens visitors and calls, schedules confidential appointments, and arranges meetings as needed.

Manages incoming and outgoing mail, messages, and office supplies; operates office equipment, including PCs, scanners, and copiers and conference technology.

Proofreads and verifies documents, invoices, and other materials for accuracy.

Conducts research for RFPs, legislation, and contract completion; assists in drafting employee communications and informational materials.

Schedules medical appointments for new hires, transfers, and promotions.

Performs other activities, functions, and duties as assigned or required.

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.)

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.

Please select the one answer most closely describing your minimum professional work experience/education:

I possess a high school diploma or equivalent and at least five (5) years of full-time experience in administrative support for HR or government operations.

I possess an unrelated Associate's degree and at least four (4) years of full-time experience in administrative support for HR or government operations.

I possess a related Associate's degree and at least three (3) years of full-time experience administrative support for HR or government operations.

I possess an unrelated bachelor's degree and at least three (3) years of full-time experience in administrative support for HR or government operations.

I possess a related bachelor's degree and at least one (1) of full-time experience in administrative support for HR or government operations.

I possess a related master's degree.

I do not possess any of the minimum amounts of education/and or work experience listed above.

Do you understand that OFFICIAL transcripts must be submitted to the Department of Human Resources & Civil Service if you are selected to fill this position?

Yes

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

Yes

Required Question

Employer

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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