Administrative Assistant - Public Safety 350-05

Housing Authority of the City of Pittsburgh•Pittsburgh, PA

40d•Onsite

About The Position

The primary purpose of this position is to provide clerical and administrative support to the Public Safety department. The incumbent will focus on communicating with clients and maintaining departmental documents and records. All activities must support the Housing Authority of the City of Pittsburgh (“HACP” or “Authority”) mission, strategic goals and objectives. The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.

Requirements

High School Diploma or GED equivalent required and a minimum of 2-3 years professional experience in an administrative assistant role
Must be advance in MS Word, Excel, Access, and Outlook.
An equivalent combination of education and experience may be considered.
To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, Access, and Outlook).
Must have the ability to learn other computer software programs as required by assigned tasks
Employees must have access to 24 hour reliable internet service.
Employees must also have reliable transportation to and from work, as well as, to get to and from multiple HACP locations based on business needs and assignments.

Responsibilities

Provides clerical and administrative support to the Public Safety department, including recordkeeping, document generation, data tracking, follow-up, telephoning, mailing and filing as assigned; identifies administrative needs of the department and develops appropriate solutions and/or recommendations.
Greets clients and visitors to the department; provides accurate information in response to questions and comments; directs visitors to appropriate staff members.
Receives incoming calls; determines the identity of the caller and nature of the caller’s business; determines if the call can be handled personally or if the call should be transferred.
Receives, sorts, and distributes departmental mail; copies, collates, distributes, and mails materials as necessary; reviews all incoming mail for the Director, determining the most appropriate action.
Reviews and exports videos in response to requests from law enforcement, or subpoena.
Ensures that files and filing systems are current, accurate, and neat at all times.
Suggests changes in forms and procedures and/or devises new forms / procedures to improve the operational efficiency and cost effectiveness of departmental processes.
Maintains and orders office supplies, furniture, and equipment as needed.
Drafts correspondence, technical reports and status reports; ensures documents are consistently formatted and grammatically correct; assists in the preparation of presentations, remarks, and other materials required by the Director.
Performs other duties as assigned.