Administrative Assistant - IT

About the role

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 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.

The Administrative Assistant-Information Technology is responsible for providing comprehensive, confidential administrative support to the Director of Information Technology as well as overall office management support to the IT staff.

Responsibilities

• Performs all standard office duties such as distributing mail, preparing outgoing mail, word processing, filing, photocopying and faxing, and answering phones; 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.
• Processes purchase requests, invoices, and vendor correspondence for office products, equipment and services.
• Formats, prepares, organizes, and preserves data/correspondence/reports/presentations daily, weekly and monthly.
• Coordinates department’s Safety-related meetings.
• 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.
• Provides assistance with Community Awareness Campaigns, including promotion and participation of community campaigns, projects, and special events.
• Performs other job-related duties as assigned.

Knowledge / Abilities

• Extensive/considerable knowledge of computer skills including Microsoft Office 365, Adobe Acrobat, etc.
• English composition including grammar, punctuation and spelling.
• Office equipment usage and troubleshooting, including copy machine, scanner, laminator, e-fax, etc.
• Electronic Filing systems and Document Management Systems.
• Working knowledge of Authority’s Union Contracts.
• Ability to perform administrative activities—maintaining information files and processing paperwork.
• Organize, plan, and prioritize work—developing specific goals and plans to prioritize, organize, and accomplish your work.
• Communicate with supervisors, peers, or subordinates—providing information by telephone, in written form, email, or in person.
• Establish and maintain interpersonal relationships—developing constructive and cooperative working relationships with others, and maintaining them over time.
• Get information—observing, receiving, and otherwise obtaining information from all relevant sources.
• Document/record information—entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Update and use relevant knowledge—keeping up-to-date technically and applying new knowledge to your job.
• Schedule work and activities—scheduling events, programs, and activities, as well as the work of others.
• Accurately type at a minimum of fifty (50) words per minute; Adjusted Speed (Typing Speed – Errors = Adjusted Speed).
• Act professionally while in possession of confidential information.

Requirements

• Minimum education level required: Associate’s Degree in Business or a related field.
• Minimum experience required: Five years administrative experience.
• Must pass a typing test of 50 words per minute accuracy.