Vacancy expired!
Administrative Assistant 1PrintApplyAdministrative Assistant 1Salary$37,986.00 - $57,233.00 AnnuallyLocationDauphin County, PAJob TypeCivil Service Permanent Full-TimeDepartmentDepartment of Human ServicesJob NumberCS-20192428-08210Closing9/3/2019 11:59 PM EasternJob Code08210Position Number00109894UnionAFSCME - - Am Fed of State, Cnty, Mun EE'sBargaining UnitA4Pay GroupST05Bureau/Division Code1770Bureau/DivisionBureau of Financial OperationsWorksite AddressH&W BuildingWorksite Address625 Forster StreetCityHarrisburgZip Code17120Contact NameIris Torres-JimenezContact Phone717-787-0869Contact Emailitorres-ji@pa.gov
Description
Benefits
Questions
THE POSITIONThe Department of Human Services is seeking a motivated, detail-oriented individual to perform high level administrative duties and responsibilities required for the efficient operation of the Bureau of Financial Operations (BFO) and the Bureau of Procurement and Contract Management (BPCM). Apply today!IMPORTANT: YOU MUST APPLY TO THIS VACANCY POSTING, MEET ELIGIBILITY REQUIREMENTS, COMPLETE THE SUPPLEMENTAL QUESTIONS AND RECEIVE A SCORE. YOUR SCORE IS ONLY VALID FOR THIS SPECIFIC VACANCY. ONCE THIS POSITION IS FILLED, YOUR SCORE IS NO LONGER VALID.
Full-time employment
Work hours 8:00 am - 4:30 pm, Monday - Friday with a one hour lunch period
DESCRIPTION OF WORKResponsible for the development and monitoring of a two-appropriation budget (Appropriation 263 and 248). Requires the gathering of financial data, analyzing same, and providing a complete operational budget to the Office of Budget. Monitors and reports on the expenditures monthly for all BFO's separate Divisions. Responsible for the management and implementation of the Purchasing Card Program for Department of Human Services. Facilitates monthly Treasury audit requests of purchasing card purchases by contacting Facility and Program Office sources, explaining procedures, obtaining needed documents and forwarding to Treasury. Maintains effective working relationships by working with US Bank and the Office of Budget in processing purchasing card transactions. Keeps current on all procedures by attending meetings on the Access Online System.Researches, by review of documentation and phone calls, all DHS air travel and provides PHHS Comptroller's office with allocations to be charged for same.Reviews county plan submissions for completion and regulatory compliance before recommending next course of approval action. Completes a report of the findings/compliance, tracks responses and approvals, and coordinates as necessary to ensure revisions and corrections are applied appropriately. Provides assistance in the planning, development, implementation, and evaluation of the monitoring plans and objectives for the federal and state programs associated with the Human Services Block Grant (HSBG).Responsible for working with other departmental staff on office relocations. This includes the gathering of specific data such as: work flow processes, operational and space needs, analyzing this information in relationship to budgetary impact and to make final decisions.Responsible for the BFO Monthly Scorecard. Ensure that all data is input each month and insert the appropriate month's data into the Monthly Executive Management Report and submit information to the Deputy Secretary's Office. Responsible for the BFO COOP Plan and serves as the BFO COOP Coordinator. Ensures that the electronic COOP Plan is up to date and meets with Division Directors periodically to ensure all information in the plan is correct. Participates in overall DHS simulation activities and provides training as needed to staff.Serves as BFO Forum Place Parking Officer. Keep a current log of all parking space holders and respond to all Bureau of Administrative Services/Department of General Services requests regarding Forum Place parking.Serves as the BFO Forum Place point of contact for all maintenance issues.Respond to requests to update the Commonwealth Telephone Directory (BFO portion) on a quarterly basis. Serves as the BFO Telecommunications Officer by preparing STD-522 requests to assign or request phone line changes/voicemail reset as needed.Process PO invoices for payment, create shopping carts, submits change orders to POs/contracts and fund commitments.Logs and tracks correspondence assigned from OA and email out responses after signed by the Deputy Secretary or the Secretary.Proo and format draft and final audit reports and send out via certified mail and email after signed by the Bureau Director.Process Organizational membership request and issue payment after approval is obtained.Order supplies for BFO Harrisburg, Philadelphia, Pittsburgh and Scranton Offices. Order business cards, signs, name plates and years of service certificates through Pa Publisher. Preparation of all retirement certificates for BFO employees. Order all forms as needed.Participates in the review, analysis, and establishment of priorities for BFO fixed asset and electronic data processing requirements. Within Department of General Services parameters, insures that suppliers and items to be acquired are selected on the basis of quality and economy, consistent with the verified need level of the acquiring office. REQUIRED EXPERIENCE, TRAINING & ELIGIBILITYQualifications:
Must meetPA residency requirement– For more information on ways to meet PA residency requirements, follow thelinkand click on Residency
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.
Based on your answers to the supplemental application questions regarding education, you may be instructed to upload a copy of your college transcripts to your application.
Must be able to perform essential job functions
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 towww.employment.pa.gov/Additional%20Info/Pages/default.aspxand click the Veterans' Preference tab or contact us at ra-cs-vetpreference@pa.gov.The Commonwealth of Pennsylvania is proud to be an equal opportunity employer supporting workplace diversity.EXAMINATION INFORMATION
Score valid for this specific posting only
Score based on information reported on application and supplemental questions
Provide complete and accurate information or:
score may be lower than deserved
application processing may be delayed
disqualification may result
May only testonceunder this announcement
Email notice of test results provided
Further information on testing, assistance for persons with disabilities, veterans' preference, and other items can be obtained from:Harrisburg: 2nd Level, Strawberry Sq. Complex, 320 Market St., P.O. Box 569, Hbg., 17108-0569; Telephone (717) 783-3058Philadelphia: 110 North 8th St., Suite 503, Phila., 19107Pittsburgh: 411 Seventh Ave., Room 410, Pgh., 15219Telecommunications Relay Service (TRS): 711 (hearing and speech disabilities or other individuals)Internet: https://www.employment.pa.gov/Additional%20Info/Pages/default.aspxHealth & WellnessWe offer a comprehensive benefits package, including health coverage, vision, dental, and wellness programs.Work/Life BalanceWe understand that there is more to life than work – and we want you to enjoy it!We offer paid vacation days, paid sick days, military leave, as well as paid time off for most major U.S. holidays. Alternate work schedules and telecommuting arrangements are available for certain positions.Career DevelopmentWe want to help you grow and see your goals become a reality! Supervisors and human resource staff are available to help employees create a plan to develop skills for their current jobs or prepare for the next step in their careers. Employees can easily transfer between positions or agencies to expand knowledge and pursue new challenges while retaining leave and benefits. Additionally, there are a variety of programs available to help get you where you need to be.Other RewardsCommonwealth employees enjoy many other rewards, including opportunities for recognition, workplace charitable giving, and even special employee-only discounts.For more information about benefits, health and wellness, work-life balance, career development, and other rewards go towww.employment.pa.govand click on the benefits box.Eligibility rules apply.01Do you have a conferred bachelor's degree or higher, or are you within three months of completing a bachelor's degree or higher?If yes, you must attach your transcript(s) prior to the submission of your application in order to be considered in the eligibility determination. You will not be able to add transcript(s) to the application after it has been submitted. Upload transcripts using the "Attachments" tab on the left.If you answer "Yes" to this question based on education acquired outside of the United States, you must also upload a copy of your foreign credential evaluation. For more information on foreign education credentials, please visithttps://www.employment.pa.gov/Additional%20Info/Pages/default.aspx#q3and click on Other Information.
Yes
No
02If you do not have a conferred bachelor's degree or higher, on what date do you expect to receive your degree? Type N/A in the text box if this does not apply.03You must complete the supplemental questions below. These supplemental questions are the exam and will be scored. They are designed to give you the opportunity to relate your experience and training background to the major activities (Work Behaviors) performed in this position. Failure to provide complete and accurate information may delay the processing of your application, or result in a lower-than-deserved score or disqualification. You may attach a resume, but youmustalso complete the applicationandanswer the supplemental questions.All information you provide on your application and supplemental questions is subject to verification. Any misrepresentation, falsification or omission of material facts is subject to penalty. If requested, you must provide documentation, including names, addresses, and telephone numbers of individuals who can verify the validity of the information you provide in the application and supplemental questions.Read each work behavior carefully. Determine and select which "Level of Performance" most closely represents your highest level of experience/training. List the employer(s)/training source(s) from your Work or Education sections of the application where you gained this experience/training.The "Level of Performance" you choose for each work behavior must be clearly supported within the description of the experience and training information entered in your application or your score may be lowered.In order to receive credit for experience, you must have worked in a job for at least six months in which the experience claimed was a major function.If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.
Yes
04WORK BEHAVIOR 1 – WRITTEN COMMUNICATIONCompiles information for financial, statistical, monthly, or other reports, manuals, grant applications or status updates, letters, memoranda, news releases, speech drafts, training materials, policies and procedures, in order to record information, respond to correspondence, or disseminate information. Formats document submissions for review, approval, and distribution to personnel.Levels of PerformanceSelect the Level of Performance that best describes your claim.
A. I have experience compiling information for various types of documents and reports. I was responsible for compiling the entire document or report.
B. I have experience compiling information for various types of documents and reports. Someone else was responsible for compiling the final report using the information I gathered.
C. I have college-level coursework in areas such as business writing, technical writing, English composition, or journalism.
D. I have NO experience or coursework related to this work behavior.
05Describe your experience as it relates to the level of performance you claimed on this Work Behavior. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
The name of the employer where you gained this experience.
The actual duties you performed related to written communication
Your level of responsibility.
06If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
College/University
Course Title
Credits/Clock Hours
07WORK BEHAVIOR 2 – CUSTOMER SERVICEInteracts with the public, coworkers, or other personnel to gather information, act as a liaison between staff, and explain rules, regulations, and policies. Provides appropriate responses to inquiries and refers individuals to the appropriate area for assistance as necessary.Levels of PerformanceSelect the Level of Performance that best describes your claim.
A. I have experience receiving customer inquiries. I was responsible for answering questions and providing technical information as necessary.
B. I have experience receiving customer inquiries. I was responsible for answering general questions but referred customers to someone else for responses to technical questions.
C. I have college-level coursework in areas such as communications, public speaking, public relations, conflict resolution, or interviewing.
D. I have NO experience or coursework related to this work behavior.
08Describe your experience as it relates to the level of performance you claimed on this Work Behavior. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
The name of the employer where you gained this experience.
The actual duties you performed related to customer service
Your level of responsibility.
09If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
College/University
Course Title
Credits/Clock Hours
10WORK BEHAVIOR 3 – REVIEWING AND MAINTAINING DOCUMENTSReviews and maintains documents and manuals. Updates all materials when policies and procedures are created or updated and distributes the updates to staff as changes occur. Evaluates desk manual submissions to ensure clarity and ease of understanding.Levels of PerformanceSelect the Level of Performance that best describes your claim.
A. I have experience reviewing and maintaining documents and manuals. I was responsible for evaluating recommended changes for accuracy and clarity and making those changes as needed.
B. I have experience maintaining documents and manuals. I was responsible for making changes based on recommendations which were evaluated for accuracy and clarity by someone else.
C. I have college-level coursework in areas such as documents management, records retention, record keeping, information confidentiality, or records management.
D. I have NO experience or coursework related to this work behavior.
11Describe your experience as it relates to the level of performance you claimed on this Work Behavior. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
The name of the employer where you gained this experience.
The actual duties you performed related to reviewing and maintaining documents
Your level of responsibility.
12If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
College/University
Course Title
Credits/Clock Hours
13WORK BEHAVIOR 4 – RESEARCH AND DOCUMENTATIONConducts research by gathering, analyzing, and interpreting information related to the development of new policies and the evaluation of existing policies. Researches files and coordinates information from other personnel to prepare for special projects and reports as needed.Levels of PerformanceSelect the Level of Performance that best describes your claim.
A. I have experience researching records and files for various projects and reports. When given a topic, I was responsible for compiling all available documents from a variety of data sources.
B. I have experience retrieving specifically requested records and files from a single records location.
C. I have college-level coursework in areas such as research methods, statistics, research design and analysis, or data collection.
D. I have NO experience or coursework related to this work behavior.
14Describe your experience as it relates to the level of performance you claimed on this Work Behavior. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
The name of the employer where you gained this experience.
The actual duties you performed related to research and documentation
Your level of responsibility.
15If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
College/University
Course Title
Credits/Clock Hours
Required QuestionAgencyCommonwealth of PennsylvaniaAddress613 North StreetHarrisburg, Pennsylvania, 17120Websitehttp://www.employment.pa.gov
