Administrative Assistant 1

Full Job Description

Are you an enthusiastic individual with outstanding organizational abilities? The Department of Environmental Protection is eager to find a candidate who exemplifies these traits!

We are currently in search of a meticulous Administrative Assistant 1 to become a vital part of our energetic team.

This role, situated within the Administration Deputate of the Department of Environmental Protection (DEP), involves providing essential support to the Deputy Secretary in enhancing departmental processes related to policies and procedures, including IT Procurement.

If you are ready to take the next step in your career, we encourage you to apply today!

Requirements

This role entails collaboration with the Office of Administration and Management (OAM) and program personnel to establish standardized procurement procedures within the Department.

Key responsibilities include developing a baseline for procurement activities, particularly in the realm of IT procurement, and monitoring the time taken for purchases to ensure alignment with these established benchmarks.

Regular reports will be generated and shared with program areas, providing insights into the procurement process and execution timelines, enabling them to track their contributions and identify any bottlenecks.

Additionally, the position involves tracking and analyzing all ongoing IT procurements across the agency via CEDC’s SharePoint site, pinpointing orders that are experiencing delays, and collaborating with Procurement, program staff, CEDC, and the Office of General Counsel (OGC) to expedite these orders.

The role also encompasses providing guidance on IT procurement processes, directing program staff on the correct procedures, and coordinating training sessions on new policies and procedures.Furthermore, support will be extended to various administrative needs for the Secretary's Office and other executive offices lacking dedicated administrative staff, including procurement and timekeeping tasks.

You will be responsible for creating and maintaining the Office of Administration and Management’s SharePoint sites, which will house standard operating procedures, policies, guides, and training materials.

You will compile and submit the Weekly Report and the Governor’s Weekly Report for OAM, as well as develop a dashboard for programs to access data from these reports.

The role requires identifying areas for improvement, proposing solutions, and monitoring all actions related primarily to the General Government Operations fund, along with any other funds associated with OAM or the Secretary’s Office.

This includes collecting, analyzing, and interpreting financial data, reviewing open commitments throughout the fiscal year, and ensuring that all funds are utilized or liquidated to prevent lapses.

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 4:00 PM, Monday - Friday, with a 30-minute lunch.

Telework: You may have the opportunity to work from home (telework) part-time, up to 3 days a week.

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: Selected candidates who are new to employment with the Commonwealth of Pennsylvania will begin employment at the starting annual salary of $45,907.00 (before taxes).
• 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:

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.
• 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.

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.

Additional Information

• 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.