Admin Assistant, Health Srvc

Under general guidance, the Administrative Assistant, Health Services position performs all clerical and administrative support for one or more exempt staff within the Pittsburgh Administration Department. Work performed by this position is sensitive and confidential in nature. Primary Duties and Responsibilities Maintains and tracks a variety of records. Composes and prepares reports, presentations, memorandums, letters, meeting agendas, and minutes of meetings using software applications such as word processing, spreadsheets, graphics, charts and databases. Correspondence can be moderately complex or difficult and generally, an overall knowledge of which is the best to use to complete the work is required. At times, may be required to know how to integrate more than one software application to prepare assignments. Maintains a variety of manual files and other reports. Retrieves files and other reports as requested by staff. Suggests opportunities when automation would assist in the overall improvement of the group or department. Provides phone coverage for group. Accepts incoming calls on behalf of the supported group and has the ability to respond to general questions and inquiries. Researches other questions and inquires and follows-up with original caller to provide necessary information. Takes messages and directs them to proper staff member when beyond the incumbent's knowledge base. Welcomes incoming visitors and directs them to proper staff members. Schedules meetings and appointments. Meetings and appointments can be complex and require the incumbent to persuasively request that attendees reschedule their previously scheduled times. May also arrange travel schedules, transportation and overnight accommodations, and food and beverage ordering. Performs other office activities to relieve the supported group of administrative tasks such as photocopying, collating, stuffing envelopes and filing. Completes routine forms such as invoices, payroll documents, vouchers. May order and maintain office supplies. Accepts incoming mail and distributes it accordingly. Has the ability to respond to general questions and inquiries on behalf of the group. May be required to coordinate the work of several exempt positions. Generally performs such activities on a project basis. Performs other duties as assigned.

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