Administrative Assistant 1

Full Job Description

Do you like details, data, customer service, and cars? The Department of General Services, Bureau of Vehicle Management is looking for an Administrative Assistant 1.

This position provides administrative, operational, and customer service support for the Bureau’s vehicle maintenance program to help ensure the efficient and effective operation of the Commonwealth Automotive Fleet.

Find a role that combines these talents and interests with our team!

Requirements

In this Administrative Assistant 1 position, you will assist staff in coordinating services related to office management, records management, and reporting for the Bureau’s vehicle maintenance program within the Service, Parts, and Operations Department.

This includes organizing and maintaining inventory and vehicle service records, supporting the preparation of reports, and assisting with general office management tasks.

Your responsibilities will involve scheduling vehicle maintenance activities, researching and analyzing operational data, and preparing correspondence, reports, and summaries related to fleet maintenance activities.

You may also participate in special projects to evaluate program effectiveness and identify opportunities for improvement.

Communication skills are key as you will be expected to understand and relay repair or maintenance information received from customers and staff to support efficient garage operations and help ensure the safe operation of all fleet vehicles.

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 7:30 AM to 3:30 PM, Monday - Friday, with a 30-minute lunch.
• Telework: You will not have the option to telework in this position.
• 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

QUALIFICATIONS

Minimum Experience and Training Requirements:

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

Additional Requirements:

• You must have at least one year of customer service experience handling inquiries, resolving issues, and providing support in a professional environment.
• You must have at least one year of experience in automotive parts/service ordering and identifying related required components when placing orders.
• You must have at least one year of experience using Microsoft Excel at an intermediate level (for example: creating and editing spreadsheets, using VLOOKUP or pivot tables, and generating basic reports).
• 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.

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.