Administrative Assistant 1

Full Job Description

Do you have outstanding organizational skills and a keen eye for detail? If so, the Department of General Services is eager to welcome you as a vital member of the team!

As an Administrative Assistant 1, you will serve as Claims Assistant in the Bureau of Vehicle Management (BVM), performing administrative and technical work in coordinating and processing information for the commonwealth’s statewide Automotive Fleet.

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

Requirements

In this role, you will work in the Administration Unit and investigate, track and process physical damage claims.

This includes working with the Bureau of Finance and Risk Management (FARM) in determining at fault accidents where BVM has the ability to pursue a deductible from the Using Agency for partial reimbursement of claims losses.

You can expect to analyze automotive repair estimates and invoices for vehicles, correct any discrepancies, adjust pricing to adhere to contracted rates, and prepare final documents for the accounts payable department in conformance with fiscal policies and procedures.

Additional duties include:

• Assisting vehicle operator/agency in directing the repair of all equipment in the Commonwealth's Automotive Fleet
• Ensuring Accident Reports are completed correctly and timely and repairs done within policy guidelines
• Receiving and responding to telephone requests, complaints and inquiries
• Maintaining and updating BVM fleet management system data

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 60-minute lunch.

Telework: You may have the opportunity to work from home (telework) part-time.

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

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.

Additional Requirements:

• You must have 2 or more years of experience reviewing estimates and invoices.
• You must have 2 or more years of experience working in the automotive industry (dealing either with mechanical or accident repairs, parts, service, etc.)
• You must have experience working in databases and running reports.
• You must have experience in the Microsoft suite, specifically Excel.
• 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.