Administrative Assistant

Quality Customer Service is the principle for defining how the City of Philadelphia should serve its customers. To support this principle the Administrative Assistant performs a variety of administrative duties for the 311 Contact Center. This position calls for flexibility excellent interpersonal skills project coordination experience and the ability to work well with all levels of internal management staff and outside clients and vendors.

Essential Functions

• Provide high quality customer service skills to all levels of staff within the organization and external customers.
• Handle sensitive and/or confidential information in a discreet manner. 
• Provide support for training projects programs and day-to-day functions within the Contact Center.
• Monitor and manage various departmental email boxes and related digital media.
• Create and maintain reports for management related staffing projects programs etc.
• Conduct research compile data and prepare information for meetings reports and presentations. 
• Oversee all aspects of general office coordination includes and not limited to:
  • Coordinate meetings and teleconferences.
  • Prepare responses to routine inquiries via electronic communication letters etc.
  • Maintain departmental files documents reports invoices and other records.
  • Answer telephones and appropriately route calls as needed.
  • Maintain office calendars to coordinate work flow and meetings.
  • Monitor departmental accounts ensuring accurate and timely processing.
  • Manage equipment supplies and office furniture to include maintaining inventory research pricing make recommendations ordering and coordinating delivery distribution maintenance and repair etc. as appropriate.
  • Receive sort and distribute incoming mail/correspondence including faxes and email and or packages in a timely manner.
• Participate and/or attend meetings as needed to represent the department or provide summary of key topics and outcomes.
• May supervise interns or volunteers.
• All other job duties as assigned.

Competencies Knowledge Skills and Abilities

• Proficient use of the internet and software such as Microsoft Office (Word Excel Powerpoint Outlook).
• Social media web page content management and digital communications savvy.
• Experience working in a fast-paced environment handling stressful situations and deadline pressures well.
• Ability to communicate effectively using various channels such as face-to-face email social media telephone etc. with all levels throughout the organization.
• Experience managing multiple projects concurrently producing quality results.
• Superior organizational and self-management skills.
• Ability to adapt to changing priorities.
• Demonstrates a high level of initiative.
• Skilled in creating clear and concise written communications analytical and problem-solving skills.
• Can work effectively autonomously and as part of a team.
• Knowledge of principles and practices of organization planning records management and general administration.
• Demonstrated capacity to plan and carry out responsibilities with minimal direction.
• Ability to operate office equipment including but not limited to computers telephone systems printers copiers facsimile machines calculators etc.
• An equivalent combination of education and experience that is determined to be directly related to the foregoing specific requirements may be substituted.

Qualifications :

• Three or more years of experience as an administrative/executive assistant or similar role;
• At least one year experience supporting senior manager(s) and
• Two or more years supporting a customer service operation or call center.

An equivalent combination of education experience and/or training that provides the requisite skills knowledge and abilities as determined to be acceptable by the hiring authority. 

Additional Information :

TO APPLY: Interested candidates must submit a resume.

Salary Range: $55000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTAs Key Advantage program. Employees can ride on SEPTA buses subways trolleys and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation sick leave and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses extending not only to City employees but in some cases spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22 2023 vaccinations are no longer required for new employees that work in non-medical non-emergency or patient facing positions with the City of Philadelphia. As a result only employees in positions providing services that  are patient-facing medical care (ex: Nurses doctors emergency medical personnel) must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race ethnicity color sex sexual orientation gender identity religion national origin ancestry age disability marital status source of income familial status genetic information or domestic or sexual violence victim status. If you believe you were discriminated against call the Philadelphia Commission on Human Relations at or send an email to

For more information go to: Human Relations Website: Work :

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