Administrative Assistant (Full Time or Part Time)

This position is eligible for either full time or part time status. Position open until filled. 

REPORTS TO:  ASSISTANT MUNICIPAL MANAGER 

CLASSIFICATION:  NON-EXEMPT (ELIGIBLE FOR OVERTIME)

NATURE OF WORK 

Performs administrative and office support activities for multiple managers. Functions as the initial point of contact via main municipal phone line and in-person for the municipal administrative offices; greets guests, provides requested information or directs calls to the appropriate office. 

The successful applicant has the option of either full time or part time hours, between the hours of 8:30 a.m. and 5:00 p.m., Monday through Friday. Excellent medical, dental, vision and retirement benefits provided to full time employees. Paid time off provided for either full time or part time position. 

ESSENTIAL JOB FUNCTIONS 

• Functions as the initial point of contact via main municipal phone line and in-person for the municipal administrative offices; greets guests, provides requested information or directs calls to the appropriate office.
• Exhibits polite and professional communication via main municipal phone line e-mail, and mail.  Responds to questions or transfers calls to proper extension. 
• Greets, announces, and provides general support and direction to visitors, including via a video kiosk. 
• Provide administrative support such as word processing, filing, copying, scanning, etc., to the Planning, HR, and Commercial Districts’ Offices.   
• Assists the HR Manager with scheduling and confirming interviews, updating workers’ compensation files, and other similar administrative tasks. 
• Implements special projects for the Commercial Districts Manager.  
• Maintains and updates official documents including, but not limited to, the Mt. Lebanon Code and Home Rule Charter, Appendix to the municipal code, phone lists, Zoning Ordinance, and Subdivision and Land Development Ordinance, boards & authorities listing 
• Attends Planning Board and Resiliency Advisory Board meetings, prepares minutes, posts agenda to website, sets up agenda for meeting video, tags meeting videos on website. 
• Organizes and maintains planning department files, both in hard copy and digitally. 
  
• Maintains regular and punctual attendance. 

OTHER JOB DUTIES 

• Performs all other work assigned. 

REQUIRED KNOWLEDGE AND SKILLS AND ABILITIES 

• Understanding of municipal operations and general structure. 
• Understanding of Mt. Lebanon geography, public buildings, and landmarks. 
• Proficiency in Microsoft Word, Excel, Access, PowerPoint, Adobe Acrobat 
• Knowledge of office management systems and procedures 
• Knowledge of office equipment 
• Excellent written and verbal communication skills. 
• Excellent time management skills and the ability to prioritize work 
• Attention to detail and problem-solving skills 
• Ability to work on multiple tasks with interruptions. 
• Ability to work with minimal supervision. 
• Ability to maintain confidentiality 
• Interpersonal skills to greet the public, and handle complaints in a polite, courteous, manner and be resourceful in the disposition of public requests, both in personal encounters and over the telephone. 

REQUIRED EDUCATION, TRAINING AND EXPERIENCE 

• High school diploma or G.E.D. 
• Proven administrative experience; three years’ experience with customer service via phones and administrative/secretarial duties preferred. Municipal experience a plus. 
  

ESSENTIAL PHYSICAL JOB FUNCTIONS 

Work is performed in an office environment and in close proximity to other workers. Employee shall be exposed to those conditions normally encountered in a business office environment. Physical demands are light, consisting primarily of sitting, standing, and walking. May be required to life and carry items weighing up to 25 pounds. Employee must be able to see and hear in the normal range with or without correction and communicate verbally and in written form with great facility and must be able to be understood. 

The above job description reflects the general information deemed necessary to convey the primary functions of the job and shall not be construed as a detailed description of all the work requirements inherent to the position. 

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

This job description is not an employment agreement or contract.  Management has the exclusive right to alter this job description at any time without notice.  

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GENERAL DISCLAIMER

I certify that I have given true and complete information in this application process, and it does not contain falsifications, omissions, or concealment of material fact.  If this application leads to employment, I understand that false or misleading information in my application, resume, or interview may result in my employment being terminated.

I understand that neither the completion of this application nor any other part of my consideration for employment establishes any obligation for Mt. Lebanon to hire me.  If I am hired, I understand that either Mt. Lebanon or I can terminate my employment at anytime and for any reason, with or without cause and without prior notice, unless change by a written agreement signed by a duly authorized representative of Mt. Lebanon.

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PLEASE NOTE: RESUMES CAN ALSO BE RECEIVED AT THE MUNICIPAL BUILDING AT 710 WASHINGTON ROAD, PITTSBURGH, PA 15228, ATTENTION: HUMAN RESOURCES.

Mt. Lebanon is an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, religion, sex, sexual orientation, gender identity, pregnancy, national origin, ancestry, disability, genetic information, or any other protected characteristic under federal, state, or local law. Mt. Lebanon makes hiring decisions based solely on qualifications, merit, and business needs at the time. Reasonable accommodations for the needs of applicants with disabilities will be made upon request to the Human Resource Office at jaquino@mtlebanon.org.

Salary : $18 - $20