Administrative Assistant 1

Full Job Description

Are you a talented professional that wants to serve the citizens of Pennsylvania, work with a great team, and have more work life balance? An exciting opportunity is open serving as the Administrative Assistant for the IT Department in the PA Public Utility Commission (PUC).

Requirements

Primary responsibilities include serving as an automotive liaison, storeroom assistant, surplus and recycling coordinator, as well as providing support to procurement staff.

Secondary roles include supporting the duplicating shop and mailroom. This position serves as the Administrative Assistant for MIS (IT Department) in the Public Utility Commission (PUC).

Duties include supporting the administrative and clerical needs of MIS. Specific job duties include:

• Human Resources Support: Assist with various HR actions, including onboarding new employees (preparing paperwork, coordinating orientation sessions, and setting up employee files), maintaining confidential employee records, supporting recruitment efforts (scheduling interviews and communicating with candidates), and assisting with benefits administration or employee inquiries.
• IT Procurement Management: Oversee the IT procurement process by researching and obtaining quotes for hardware, software, and services from vendors; coordinate necessary approvals and signatures from stakeholders; track purchase orders; and ensure compliance with budget.
• Quote and Vendor Coordination: Respond promptly to vendor requests for information (RFIs) related to quotes or proposals; gather and provide required details from internal teams; review incoming quotes for accuracy and completeness; and prepare summary comparisons to support decision-making.
• Timesheet and Payroll Administration: Review employee timesheets for accuracy, completeness, and compliance with policy; resolve discrepancies with employees or managers; approve timesheets in the designated system; document absences in out of office calendar.
• Process Documentation and Improvement: Document standard operating procedures (SOPs) for administrative and operational processes; maintain an organized repository of documentation; identify inefficiencies or bottlenecks in existing workflows; and propose and implement improvements to enhance efficiency and accuracy.
• Travel and Training Coordination and Approvals: Review and approve employee travel requests based on policy and budget guidelines; coordinate travel arrangements (flights, accommodations, transportation) as needed; manage travel expense reports and reimbursements; and track travel-related expenditures.
• General Administrative Support: Provide additional support such as scheduling meetings and managing calendars for leadership, preparing reports and presentations, handling incoming correspondence, maintaining office supplies inventory, arranging meetings and serving as a point of contact for internal and external inquiries.

The selected candidate needs to be organized, detail-oriented, and proactive. They should have experience with software tools like Microsoft Office, SAP, and Commonwealth procurement.

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: Part-time work from home (telework) may be a potential feature of this position.

The successful candidate is required to report to the headquarters worksite daily, unless the employee meets eligibility requirements and telework has been approved.

Management may discontinue any telework arrangement at any time, for any reason. In order to telework, you must have a securely configured high-speed internet connection.

If you are unable to telework, you will have the option to report to the headquarters office.To be eligible to participate in telework, the employee's alternate (telework) worksite must meet the following requirements: Within a reasonable travel distance of headquarters; and

• Within the Commonwealth of Pennsylvania.

Please direct all questions regarding reasonable distance and the type of available telework to the PUC Human Resource Office at ra-puchr@pa.gov or 717.787.8714.

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.

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.

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.