An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Administrative Assistant Borough of Carnegie - 1.0 Carnegie, PA Job Details Full-time 21 hours ago Qualifications Website maintenance Microsoft Excel Email customer support Content management systems Content writing In-person customer service Project coordination Writing press releases Newsletter content drafting Driver's License Documentation tools Computer hardware Customer engagement Organizational skills Promotional campaigns Communications Productivity software Grant case development Web writing Websites Time management Full Job Description
POSITION DESCRIPTION
Administrative Assistant This position with Carnegie Borough Administration focuses primarily on administrative support for all Borough-related matters. The role emphasizes strong organizational, clerical, and administrative abilities to ensure efficient day‑to‑day functioning of the Borough office. Public interaction and basic communication tasks are included as part of routine administrative work for this position. Additionally, the ability to write grants and engage with the community are fundamental to success in this role.
REQUIRED SKILLS, ABILITIES AND QUALIFICATIONS
a) Time management and strong organizational skills. b) Excellent people skills and customer service mindset. c) Communications experience, developing print, digital/web, and social media content. d) A bachelor's degree in communications, journalism, marketing, or public relations is preferred. e) Demonstrated ability to quickly produce accurate, detailed communication reports, along with expertise in writing press releases and newsletter articles. f) Ability to effectively communicate ideas, concepts, and recommendations to staff, management, and municipal boards and partner organizations, including Borough Council, the Zoning Hearing Board, Planning Commission, Shade Tree Commission, Carnegie Library, and the Carnegie Community Development Corporation. g) Ability to collaborate with several teams at once and manage multiple initiatives/projects simultaneously. h) Understanding of the grant application and reimbursement process. i) Computer hardware and software proficiency; experience with Microsoft Office suite, website content management, email marketing, social media networks, and Adobe Creative Suite/Creative Cloud. j) Valid PA Driver's License (driving may be required)
ESSENTIAL DUTIES
General Administration a) Answer calls, emails, and counter requests from residents, business owners, and visitors. b) Process forms and payments received and route them to the appropriate department. c) Attend training, meetings, or events as required. d) Assist with planning and attending Borough events as needed. Communications a) Update the Borough website (rentals, flyers, events, notices, reports, etc.). b) Collaborate with the staff to create and distribute the biannual Borough newsletter. c) Handle basic Borough branding and routine marketing tasks as needed. Community Outreach a) Serve as the administrative point of contact for community engagement with news media, schools, businesses, and other partners. b) Provide basic informational support and assist with distributing notices, updates, and general Borough information. Grants Management a) Research and compile potential grant opportunities and projects. b) Prepare and submit grant applications, including obtaining quotes, letters of support, and determining project scopes. c) Track application progress and, if awarded, ensure all guidelines and compliance requirements are met. d) Perform all grant reporting and maintain complete grant documentation. e) Identify and pursue rebate opportunities for qualifying Borough projects. Market Management a) Serve as Market Manager and primary point of contact. b) Organize market layout and vendor map. c) Attend the Sunday market (July-October), the Holiday Market and any other markets throughout the year. d) Conduct marketing and outreach for vendors and attendees. e) Collect and track vendor payments. Military Banner Program a) Maintain records of banner locations. b) Order new or replacement banners as needed. c) Serve as point of contact for veterans and families. Parks and Facility Rentals a) Schedule and process park shelter rentals. b) Schedule field rentals and large events. c) Update Park rental information on the Borough website. d) Update Park rules and regulations as necessary. e) Process Council Chambers rentals.
PERIPHERAL DUTIES
a) Attend trainings and events related to the position. b) Assist with planning and staffing Borough events as needed.
EQUIPMENT USED
Adobe Creative Suite, Word, Excel, PowerPoint, Canva, email, website/e-newsletter software, QuickBooks, social media, printer, phone, photocopier, fax machine, and scanner.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work is performed mostly in office settings. Occasional duties include visiting locations to research resident complaints, appearing in court and handling cash for community events. Hand-eye coordination is necessary to operate computers and various pieces of equipment. While performing the duties of this position, the employee is occasionally required to stand, use hands to handle, feel or operate objects, tools or controls and reach with hands and arms. The employee is occasionally required to sit, climb or balance, stoop, kneel, or crouch, talk or hear and smell. The employee must occasionally lift and/or move objects up to twenty-five (25) pounds. Specific vision abilities required by this position include, close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT
The work environment described here is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee occasionally works in outside weather conditions. The employee occasionally works near moving mechanical parts and in precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals and risk of electrical shock. The noise level in the work environment is usually quiet to moderate.
SELECTION GUIDELINES
Formal application, rating of education and experience, oral interview and reference check, background check and physical and job-related tests may be required. The duties listed above are intended only as illustrative of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the organization and requirements of the position change.
ESTABLISHED
The description for the position of Carnegie Borough Administration shall remain in effect until otherwise revised or rescinded by appropriate authority. Any previous position descriptions pertaining to the position(s) described are hereby rescinded.
Rate of Pay:
Per contract
Shift/Schedule:
Days and hours as scheduled. Applicants should submit a copy of their resume. Resumes can be emailed to or delivered to 1 Veterans Way, Carnegie, PA 15106.
Job Type:
Full-time Schedule:
Monday to Friday Sundays from July-October 8:00 AM-4:00
