Administrative Assistant 1

In this Administrative Assistant 1 role, you will provide a variety of clerical and advanced administrative support services to the Office of Commonwealth Libraries, Deputy Secretary, and the Governor's Advisory Council on Library Development. This includes working closely with the senior staff on fiscal, procurement, and human resource duties, including timekeeping. Apply now to share your skills with a team that is dedicated to organization, communication, and supporting library services throughout the state.

This position provides fiscal, administrative, human resource, and related clerical support that helps the Office of Commonwealth Libraries operate effectively. Your work will assist leaders, supervisors, and other staff members; keep information organized; and support overall office operations. As an Administrative Assistant 1, you will perform the following duties;

• Fiscal and Procurement: Reconcile, post, and track invoices; assist the Administrative Officer 2 with running financial reports, finding products, and placing orders for equipment, supplies, and library materials
• Administrative Support: Maintain organized physical and digital records and files, maintain handbooks, take notes and meeting minutes, and assist with travel arrangements
• Collaborative Communication: Serve as a liaison with the Executive Assistant for activities of the Governor's Advisory Council on Library Development and its subcommittees; determine proper routing of correspondence, emails, faxes, and phone calls
• Human Resources: Help supervisors navigate hiring processes and requirements, assist new employees with onboarding, prepare and submit personnel action requests, and monitor reports to ensure the timely completion of employee performance reviews
• Timekeeping: Review regular time, overtime, and work schedules; make adjustments or corrections to time codes; and assist staff and supervisors with completing submissions accurately

Interested in learning more? Additional details regarding this position can be found in the position description.

Work Schedule and Additional Information:

• Full-time employment
• Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch.
• Telework: You may have the opportunity to work from home (telework) part-time. Telework is typically available up to two days per week, with potential to reduce in-office days after the probationary period. In order to telework, you must have a securely configured high-speed internet connection and work from an approved location inside Pennsylvania. If you are unable to telework, you will have the option to report to the headquarters office in Harrisburg. The ability to telework is subject to change at any time. Additional details may be provided during the interview.
• Salary: In some cases, the starting salary may be non-negotiable.
• You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

QUALIFICATIONS

Minimum Experience and Training Requirements:

• Such training as may have been gained through graduation from a four year college or university or any equivalent combination of experience and training.

Other Requirements:

• You must meet the PA residency requirement. For more information on ways to meet PA residency requirements, follow the link and click on Residency Guidelines.
• You must be able to perform essential job functions.

How to Apply:

• Resumes, cover letters, and similar documents will not be reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position. Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).
• If you are claiming education in your answers to the supplemental application questions, you must attach a copy of your college transcripts for your claim to be accepted toward meeting the minimum requirements. Unofficial transcripts are acceptable.
• Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.
• Failure to comply with the above application requirements may eliminate you from consideration for this position.
• All application materials and interview responses must reflect the applicant's own experience, qualifications, and work. Applicants may use generative AI tools for preparation purposes only. Use of AI to misrepresent or falsify information, or to assist during interviews, is not permitted. Review the Guidance for Generative AI Tools & Job Seekers for additional information.

Veterans:

• Pennsylvania law (51 Pa. C.S. *7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.pa.gov/agencies/employment/how-to-apply.html and click on Veterans.

Telecommunications Relay Service (TRS):

• 711 (hearing and speech disabilities or other individuals).

If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.

The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.

• Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).
• Your score is based on the detailed information you provide on your application and in response to the supplemental questions.
• Your score is valid for this specific posting only.
• You must provide complete and accurate information or:
  • your score may be lower than deserved.
  • you may be disqualified.
• You may only apply/test once for this posting.
• Your results will be provided via email.