Administrative Assistant - Operations & Maintenance

ALCOSAN (Allegheny County Sanitary Authority)•Pittsburgh, PA

4d•Onsite

About The Position

ALCOSAN is committed to providing wastewater treatment services 24 hours a day, seven days a week. From our Board of Directors to our Executive Director, leadership and staff; we work to enhance the community’s quality of life and safety by protecting our rivers and streams. After 60 years of continued design, construction and operations of the sewer system and treatment plant, we now have 400 plus employees serving residential, commercial and industrial customers in 83 communities throughout Allegheny County. Position Summary The Administrative Assistant- O&M is responsible for providing comprehensive, confidential administrative support to the Director of Operations and Maintenance as well as overall office management support to the Operations and Maintenance staff.

Requirements

Extensive/Considerable knowledge of Computer Skills including Microsoft Office 365, Adobe Acrobat, etc.
Extensive/Considerable knowledge of English composition including grammar, punctuation and spelling.
Extensive/Considerable knowledge of Office equipment usage and troubleshooting, including copy machine, scanner, laminator, e-fax, etc.
Extensive/Considerable knowledge of Electronic Filing systems.
Extensive/Considerable knowledge of Document Management Systems.
Working knowledge of Authority’s Union Contracts
Ability to Perform Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Ability to Organize, Plan, and Prioritize Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
Ability to Communicate with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Ability to Establish and Maintain Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
Ability to Get Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
Ability to Document/Record Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Ability to Update and Use Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
Ability to Schedule Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
Ability to Accurately type at a minimum of fifty (50) words per minute; Adjusted Speed. (Typing Speed – Errors = Adjusted Speed)
Ability to Act professionally while in possession of confidential information.
Associate’s Degree in Business or a related field.
Five years administrative experience.
Must pass a typing test of 50 words per minute accuracy.

Responsibilities

Performs all standard office duties such as distributing mail, preparing outgoing mail, word processing, filing, photocopying and faxing, and answering phones. This includes greeting visitors upon arrival.
Schedules meetings, updates the Director’s calendar, and alerts Security with visitor information.
Sends reminders for all upcoming meetings, classes, workshops, and seminars, including posting meeting dates and times.
Formats, prepares, organizes, and preserves data/correspondence/reports/presentations daily, weekly and monthly.
Coordinates department’s Safety-related meetings.
Processes purchase requests, invoices, and vendor correspondence for office products, equipment and services.
Provides administrative assistance to Executive Director as needed.
Ensures compliance with organizational policies, confidentiality standards, and data protection guidelines.
Performs Data Management including scanning, emailing and electronic filing of documents. Creates and maintains file system for the retention of documents.
Assembles documents for submission to regulatory agencies.
Coordinates, prepares, registers and payment processing of employee’s paperwork for class/workshop/membership enrollments and the update of boiler certificates.
Formats, prepares, organizes, and preserves data/correspondence/reports daily, weekly and monthly.
Processes and distributes information, mail, publications and invoices including verifying all dates, required signatures, scanning, copying, and filing of all invoices.
Sends reminders for all upcoming meetings, classes, workshops and seminars including posting meeting dates and times.
Posts advertisements and bid sheets for employee positions and miscellaneous notices on employee message board.
Provides assistance with Community Awareness Campaigns. This includes promotion and participation of community campaigns, projects, and special events.
Performs Payroll functions including collecting Operations and Management time sheets, verifying signatures and obtaining Director’s signature. Delivering time sheets to Accounting.
Communicates by email, phone, union time slot, the status of employee registrations for meeting, applications, memberships and required payments.
Performs other job-related duties as assigned.