POSITION SUMMARY:

Position responsible for performing a variety of administrative and all secretarial supportive functions and duties, which include but are not limited to: letter writing, scheduling meetings, typing, copying, and set up and maintenance of files and contracts. Organize department board and bid packets, scheduling meetings, create resolutions and compile and generate minority/women/disadvantaged enterprise reports, excel spreadsheets. Should be customer friendly, self-motivated and a problem solver. Self-starter who can work independently.

MAJOR RESPONSIBILITIES AND DUTIES:

• Type technical, maintenance, security and construction related specifications for various projects;
• Type general and miscellaneous correspondence for the Department;
• Compose routine acknowledgment and transmittal letters;
• Assemble bidding documents and distributes same for public advertisement;
• Processes bonds and contractors' deposit checks;
• Create bid tabulation sheets for all contracts that are awarded;
• Distribute executed change orders and certificates of payment to engineers, architects, and contractors;
• Answer the telephone and relay staff calls in addition to answering inquiries of a non- technical nature
• Maintain general files for the department;
• Responsible for maintaining office supplies and ordering items for the department;
• Produce and maintain minority, women and disadvantaged business vendor database;
• Assemble documents, and generate resolutions for monthly board packets;
• Cover reception area as needed or required;
• Manages the Project Management Help Desk Ticketing System to include: scheduling, documentation, and administration to manage repair requests and emergency service work orders requested by all Parking Authority staff for maintenance requirement needs, etc;
• Preparation of all Capital Expenditure Requisitions (CER) and Purchase Order Requisitions (POR) for coded assignment for Capital Projects;
• Assists in the preparation of agenda items for monthly Board meetings;
• Responsible for coding all invoices that are managed by Project Management to be submitted to Finance for payment;
• Maintenance of the Service Contract Listing to include preparation & processing of contract option & renewal letters.
• Advises Directors when contracts may be expiring or if additional information is needed on the contract
• Prepares all Addendums for Request for Proposals (RFP) and Solicitations and emailing to all necessary parties.
• Prepares all travel approval information, Purchase Orders (P.O.), registration fees, accommodations, agendas, etc.
• Perform activities, functions and other related duties as assigned or required;
• Proficient knowledge and use of Microsoft Office 365 version, outlook, and all related office equipment;

REQUIRED KNOWLEDGE,S KILLS AND ABILITIES:

• Extensive knowledge of grammar, spelling, and punctuation;
• Thoroughly skilled in the operation of a computer/copier and fax machine;
• Knowledge of Pittsburgh Parking Authority (PPA) policies, procedures and applicable laws and ordinances preferred;
• Knowledge of engineering and/or construction terminology preferred;
• Ability to maintain confidentiality;
• Ability to communicate effectively both written and verbally in a professional manner;
• Ability to exercise initiative and sound judgment and to react with discretion under varying conditions
• Ability to establish and maintain effective and appropriate relationships with the public, City of Pittsburgh departments, other Authorities, agencies and Parking Authority employees;
• Ability to handle multiple tasks simultaneously with limited supervision.

EDUCATION AND WORK EXPERIENCE REQUIREMENTS:

High school diploma or GED equivalent, an Associate level degree preferred. At least three years of secretarial experience and two years’ experience producing reports, spreadsheets and operating a personal computer (e.g., Microsoft Professional Office 365 etc.).

CITY OF PITTSBURGH RESIDENCY REQUIREMENT:
Must show proof of City of Pittsburgh residency and remain a City resident throughout employment.

BACKGROUND CHECK:

Must successfully complete the background check process.

Job Summary