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Job ID: 185975

Senior Administrative Secretary (Reg FT)
Community College of Allegheny County

Date Posted May 19, 2022
Title Senior Administrative Secretary (Reg FT)
University Community College of Allegheny County
Pittsburgh, PA, United States
Department NA
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Senior Administrative Secretary (Reg FT)

Position Title: Senior Administrative Secretary (Reg FT)

Department: Business and Administration

Campus: Office of College Services

Benefits: CCAC offers an exceptional benefits package. Highlights include an excellent health plan with very low out-of-pocket expense network option, generous time off and holiday pay, a 403b retirement plan with up to 10% employer match or other options through the State's retirement defined benefit pension system, free employee parking, public service (student) loan forgiveness eligible employer, and employer paid benefits including group life insurance, short-term and long-term disability insurance, and flexible spending accounts.

Work Hours (for hourly positions): Monday - Friday 8:30 am - 4:30 pm. Additional hours, including evening and weekend hours, may be needed to meet the needs of the department. Need to be available to take minutes of board committees, which can go past normal work time.

Salary Grade: EXCL - Sr Administrative Secretary - $36,214

Job Category: Executive Administration Staff

Employment Type: Regular Full-Time

Job Slot: 0010

Job Open Date: 4/14/2022

Job Close Date: 5/20/2022

General Summary: Perform executive assistant duties characterized by the demand for considerable initiative and independent judgment; ability to establish and maintain effective working relationships with college officials, faculty, the board of trustees, external corporate executives and the general public, and to correctly convey information to these constituencies. Ability to perform research on confidential student data within the Colleague operating system.

Requirements: Associate's degree and a minimum of three years of related experience or High School Diploma/GED and at least five years of related experience; considerable knowledge of modern office practices and procedures, as well as standard clerical techniques and expertise with Microsoft Office package; excellent organizational and communication skills; ability to compose effective and accurate correspondence; ability to maintain confidentiality. Within Microsoft Office experience, knowledge of MS Excel and PowerPoint required. This position will serve to support administrative functions and need to perform analytical research and reporting.


1. Compose and type a variety of complex reports, forms, memos, and correspondence; compose correspondence independently as appropriate.

2. Work with material related to matters concerning labor relations and employment issues.

3. Act in a confidential capacity and access labor relations policy data upon request.

4. Compile data for contracts, audits, government requirements, and college-wide reports; perform related calculations; and verify own work for accuracy and completeness.

5. Develop and maintain complex filing systems containing highly confidential materials including confidential files and specific records relating to the effectuation of the labor relations agreements.

6. Interact with faculty, staff, and outside agencies to exchange information, suggest policy interpretation, and provide initial assistance in resolving problems.

7. Arrange for conferences and special events which includes preparing agenda, contacting participants, and scheduling facilities.

8. Attend meetings and take, transcribe, and type minutes.

9. Prepare and maintain budgetary and other financial record-keeping systems and investigate discrepancies.

10. Assist the Controller and VP for Finance with reporting, the creation or investigation of unique data.

11. Keep and maintain electronic files and reports, and assist the Controller and Vice President for Finance with spreadsheets, creating, sorting and using for research purposes.

12. Work on special projects, including enrollment metrics involving confidential student data.

13. Assist with operating systems enhancements, monitor tasks and calendars of those responsible.

14. Develop and implement forms and recommend procedural changes to enhance the efficiency of operations.

15. Receive, open, sort, and route mail.

16. Assist and/or train temporary, work-study, and part-time personnel; may coordinate and assign their work.

17. Prepare materials for bulk mailings.

18. Perform other related duties as required or as assigned.

Clearances: Current criminal record/child abuse clearances will be required if offered the position and in order to be employed at the College. The three clearances are Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Records Check, and Federal Bureau of Investigations (FBI) Criminal Background Check. The College has provided instructions on how to obtain these clearances and are available here.

Vaccination: Effective November 1, 2021, as a condition of employment, all new employees of Community College of Allegheny County must be fully vaccinated against COVID-19 and provide proof of their vaccination or have received an approved exemption to be an employee. Prospective employees who are offered a position can request an exemption from this vaccine requirement for religious or documented medical reasons. Exemption requests will be reviewed for approval on a case-by-case basis by the Office of Human Resources.

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