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Field Administrative Assistant, Organizing and Field Services, Pittsburgh, PA

DUTIES: Assists the Regional Director in handling the department's confidential affairs.  Receives, reviews, proofreads, and determines the most effective and efficient methods for accomplishing all incoming work.  Receives and reviews the department mail; redirects and refers mail to appropriate department or person as necessary.  Maintains a departmental correspondence/phone request log identifying type of correspondence, subject, date and principals.  Approves subordinates leave requests, allocates assignments to ensure adequate department clerical support, and completes work evaluations.  Coordinates professional leave schedule with the Regional Director.  Coordinates the collection and preparation of reports and monitors budget expenditures.  Initiates and signs "Expense Authorization Forms" (EAFs) for various office needs.  Consults with vendors or other sources, to determine costs, writes justifications for expenditures.  Maintains a daily activity tickler file for the Regional Director.  Reviews file daily to keep Director abreast of project deadlines or meetings.  Maintains regional office calendar with other information regarding travel and activities of the Regional Director and relevant staff.  Ensures the schedule is maintained and published weekly for notification to the Organizing and Field Services Department.  Acts as the initial contact/reference person for the office.  Reviews and answers general correspondence for the Regional Director and makes necessary decisions required to ensure timely accomplishment of the office's objectives and projects as required.  Consults regularly with the professional and technical staff to keep abreast of departmental activities which impact on the Regional Office's interests.

REQUIREMENTS: Graduation from high school and extensive experience in office management and administrative support; or any equivalent combination of education and experience which would provide the following knowledge, skills and abilities: ability to support a manager in a confidential environment, ability to supervise clerical support staff, ability to quickly adapt to changing situations for the purpose of accomplishing results; ability to manage multiple tasks, demonstrated proficiency in the use of MSWord, Excel, and database software; ability to compose and edit correspondence and collect and analyze information; excellent organization, communication and interpersonal skills; ability to develop and use a confidential filing and retrieval system.  Able to work extended hours or travel if required.

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