Administrative Assistant 1

About the Department

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.

Position Duties

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. This 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.

Minimum Qualifications

QUALIFICATIONS

Minimum Experience and Training Requirements:

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.

This position is subject to the provisions of a collective bargaining agreement or memorandum of understanding.

You must be eligible for selection in accordance with merit system employment regulations.

Recruitment Methods: 

• Applicants must meet one of the following methods to be considered for this vacancy: 
  • Promotion Without Exam
  • Reassignment (Only current civil service employees in the same agency who hold the same or similar job title, with the same maximum salary, within the same occupational group or where there is a logical career movement, will qualify for reassignment.) 
    • Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and 
    • (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher.
  • Transfer (Only current civil service employees who hold the same job title will qualify for transfer to another agency.)
    • Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and 
    • (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher.
  • Voluntary Demotion
  • Reinstatement (Former civil service employees may only be reinstated to the job title from which they resigned. Current civil service employees are not eligible through reinstatement.)

Promotion Without Examination (PWOE): 

• Class Restrictions for Promotion Without Examination Only - You must have or have held regular civil service status in one of the following classifications: 
  • Clerical Supervisor 1
  • Clerical Assistant 2
  • Clerical Assistant 3
  • Fiscal Assistant
  • Human Resource Assistant 1
• Employees who previously held regular civil service status in the job title of the position being filled are also eligible for promotion without examination.
• The promotion without examination requirements are issued in accordance with merit system employment regulations.
• Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher.
• Applicants must have a minimum of one year in the next lower classes by the posting closing date with no break in service.

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.

 

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. 

Benefits

Learn more about our Total Rewards by watching this short video!

See the total value of your benefits package by exploring our benefits calculator.

Health & Wellness

We offer multiple health plans so our employees can choose what works best for themselves and their families. Our comprehensive benefits package includes health coverage, vision, dental, and wellness programs.*

Compensation & Financial Planning
We invest in our employees by providing competitive wages and encouraging financial wellness by offering multiple ways to save money and ensure peace of mind including multiple retirement and investment plan options. 

Work/Life Balance
We know there’s more to life than just work! Our generous paid leave benefits include paid vacation, paid sick leave, eight weeks of paid parental leave, military leave, and paid time off for most major U.S. holidays, as well as flexible work schedules and work-from-home opportunities.* 

Values and Culture
We believe in the work we do and provide continual opportunities for our employees to grow and contribute to the greater good. As one of the largest employers in the state, we provide opportunities for internal mobility, professional development, and the opportunity to give back by participating in workplace charitable giving.

Employee Perks
Sometimes, it is the little “extras” that make a big difference. Our employees receive special employee-only discounts and rates on a variety of services and memberships.

For more information on all of these Total Rewards benefits, please visit www.employment.pa.gov and click on the benefits box.

*Eligibility rules apply.

Supplemental Questions

Required Question

Agency Information

EmployerCommonwealth of PennsylvaniaAddress 613 North Street

Harrisburg, Pennsylvania, 17120 Website http://www.employment.pa.gov