Administrative Secretary

SUMMARY

QUALIFICATION REQUIREMENTS

• Applicant must have achieved and possess an educational level of completion of a post high school business curriculum and one (1) year of progressively complex clerical experience or completion of high school or equivalent and two (2) years of secretarial experience in an office or court setting; or equivalent experience or training which provides the required knowledge, skills and abilities;
• Must possess the ability to manage confidential electronic and physical files;
• Must type at least 45 words a minute and have excellent spelling skills;
• Must have knowledge of business writing and computer software such as Microsoft Office including Word, Excel and Outlook expertise;
• Must possess organizational skills; ability to work independently; ability to work and communicate effectively with other departments, government and Court officials, law enforcement personnel, other outside agencies, clients, associates and the public;
• This position requires fundamental skills of computer equipment, in addition must have basic knowledge of copier, typewriter, telephone, facsimile, and scanner;
• Must be able to sit, reach, bend, stoop and stand, open/close files and lift up to twenty (20) pounds;
• Must be able to deal with stress associated with fast-paced environment, make judgment decisions and adapt to deadlines and changing work situations.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Maintain professionalism and respect for staff and patrons that enter the court building;
• Processes employment applications;
• Reviews, and directs incoming correspondence via US mail and/or fax machine;
• Copies materials, reports, and correspondence for files;
• Prepares and types general and confidential materials, reports, and correspondence;
• Proofreads material, reports and correspondence for grammar, spelling, format, coherency and other guidelines;
• Functions as the receptionist including answering, screening and routing calls; providing information and forwarding inquiries; greeting and directing visitors; assisting and resolving problems of visitors and callers;
• Ensures common office equipment (i.e., printer, fax, shredder) is in operating condition and maintains supplies;
• Ensures records are maintained;
• Implements/maintains filing system;
• Enters data in the Court’s information management system and works with the Information Management Department to ensure accuracy and timeliness of data entry;
• In-person is required because the secretary must meet specific deadlines, due to established Juvenile Act mandates for the filing of petitions and processing hearing notices. Failure to meet the established mandates adversely affects the integrity of the Court and places the Court in violation of the law.

BENEFITS

• Standard health and fringe benefit plans available. This includes health; dental; life, accident, and disability insurance plans; sick leave and vacation benefits.

HOW TO APPLY

• Applications are submitted online until the posting is closed October 5, 2026. After reviewing this job announcement, please click on the link at the bottom of the page to apply online. Please include a cover letter and resume, which may be uploaded or sent to the address below. If you have additional documents that can’t be uploaded, please mail or fax them to:
• 5 TH JUDICIAL DISTRICT COURT OF PENNSYLVANIA FAMILY DIVISION, JUVENILE SECTION JUVENILE PROBATION ADMINISTRATION FAMILY LAW CENTER, 2 ND FLOOR 550 FIFTH AVENUE PITTSBURGH, PA 15219 FAX: 412-350-2316