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Executive Secretary 1

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Executive Secretary 1

Salary

$44,890.00 - $67,678.00 Annually

Location

Dauphin County, PA

Job Type

Civil Service Permanent Full-Time

Job Number

CS-2025-25438-00150

Department

Department of Education

Division

ED Elemy Scdry Ed

Opening Date

05/15/2025

Closing Date

5/28/2025 11:59 PM Eastern

Job Code

00150

Position Number

00011095

Union

Non Union

Bargaining Unit

A3

Pay Group

ST05

Bureau / Division Code

00163000

Bureau / Division

Office of Elementary and Secondary Education

Worksite Address

607 South Drive

City

Harrisburg, Pennsylvania

Zip Code

17120

Contact Name

Beth Runkle

Contact Phone

717.772.4557

Contact Email

[email protected]

+ Description

+ Benefits

+ Questions

THE POSITION

Are you a highly organized administrative professional looking to take the next step in your career? Do you have possess a strong attention to detail and the ability to maintain a confidential office? The Department of Education, Office of Elementary and Secondary Education is seeking a highly competent Executive Secretary 1. If you want to help ensure the efficiency of activities and document flow within our busy office, then we want to talk to you! We encourage you to apply today.

DESCRIPTION OF WORK

As an Executive Secretary 1, you will p rovide administrative support services to the Deputy Secretary for Elementary and Secondary Education by coordinating secretarial activities for the Deputy and Bureau Director offices. You will use independent judgement to plan and analyze work that relieves the Deputy Secretary of administrative details as well as interpret and transmit information to other offices. You will also provide input for program decisions, assist staff with researching information used for problem resolution, and review incoming and outgoing correspondence. This role requires the ability to maintain a confidential environment and effective communication to liaise with bureaus, school districts, intermediate units, and other educational institutions. In addition, you will screen visitors and phone calls, take and transcribe dictation, organize data for meetings and appointments, and prepare travel arrangements.

Interested in learning more? Additional details regarding this position can be found in the position description (https://careers.employment.pa.gov/pd/PD\_NEOGOV.asp?p=00011095) .

Work Schedule and Additional Information:

+ Full-time employment, 37.5 hours per week

+ Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch.

+ Telework: You may have the opportunity to work from home (telework) part-time. You will work three days per week in the office and telework two days per 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.

+ 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.

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY

QUALIFICATIONS

Minimum Experience and Training Requirements:

+ Three years of progressively responsible experience in secretarial work. Appropriate formal post high school secretarial training may be substituted for the required experience on a year-for-year basis; or

+ Any equivalent combination of experience and training.

Other Requirements:

+ You must meet the PA residency requirement (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) . For more information on ways to meet PA residency requirements, follow the link (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) and click on Residency.

+ You must be able to perform essential job functions.

How to Apply:

+ Resumes, cover letters, and similar documents willnotbe 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.employment.pa.gov/Additional%20Info/Pages/default.aspx and click the Veterans’ Preference tab or contact us at [email protected] .

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.

EXAMINATION 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/testoncefor this posting.

+ Your results will be provided via email.

Learn more about our Total Rewards by watching this shortvideo (https://www.youtube.com/embed/HtcSRnndflc?rel=0) !

See the total value of your benefits package by exploring ourbenefits calculator.

Health & Wellness

We offer multiple health plans so our employees can choose what works best for themselves and their families. Our comprehensive benefits package includes health coverage, vision, dental, and wellness programs.*

Compensation & Financial Planning

We invest in our employees by providing competitive wages and encouraging financial wellness by offering multiple ways to save money and ensure peace of mind including multiple retirement and investment plan options.

Work/Life Balance

We know there’s more to life than just work! Our generous paid leave benefits include paid vacation, paid sick leave, eight weeks of paid parental leave, military leave, and paid time off for most major U.S. holidays, as well as flexible work schedules and work-from-home opportunities.*

Values and Culture

We believe in the work we do and provide continual opportunities for our employees to grow and contribute to the greater good. As one of the largest employers in the state, we provide opportunities for internal mobility, professional development, and the opportunity to give back by participating in workplace charitable giving.

Employee Perks

Sometimes, it is the little “extras” that make a big difference. Our employees receive special employee-only discounts and rates on a variety of services and memberships.

For more information on all of these Total Rewards benefits, please visitwww.employment.pa.gov and click on the benefits box.

*Eligibility rules apply.

01

How many years of full-time complex secretarial work experience requiring performance of a variety of complex clerical tasks do you possess?

+ 3 years or more

+ 2 but less than 3 years

+ 1 but less than 2 years

+ Less than 1 year

+ None

02

If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experiencemustalso be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

03

Have you completed formal post-high school secretarial training?

+ Yes

+ No

04

If you answered yes to the above question, please provide the name of the training source in the box below. You must attach a copy of your training transcript prior to submission. If you answered no, type N/A.

05

How much college level coursework have you completed? If you are claiming credits/degree, you must upload a copy of your college transcript(s) for this education to be considered in the eligibility decision. Unofficial transcripts are acceptable. You must attach your transcript(s) prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a transcript(s) to the application after it has been submitted.

If your education was acquired outside of the United States, you must upload a copy of your foreign credential evaluation report. We can only accept foreign credential evaluations from organizations that are members of the National Association of Credential Services (NACES). A list of current NACES members can be found by visitingwww.naces.org (”www.naces.org”target=_blank”) and clicking the Evaluation Services Link.

For additional information on foreign education credentials, please visithttps://www.employment.pa.gov/Additional%20Info/Pages/default.aspx#q3and click on Other Information.You must attach your documentation prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a document to the application after it has been submitted.

+ 90 credits or more

+ 60 but less than 90 credits

+ 30 but less than 60 credits

+ Less than 30 credits

+ None

06

You 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. Youmustcomplete the applicationandanswer the supplemental questions. Resumes, cover letters, and similar documents willnotbe reviewed for the purposes of determining your eligibility for the position or to determine your score.

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 question 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 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.

If you have general questions regarding the application and hiring process, please refer to ourFAQ page (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) .

+ Yes

07

WORK BEHAVIOR 1 - REVIEWING AND ASSIGNING CORRESPONDENCE

Processes all e-mails received for response by reading, analyzing, and independently researching who or what area the response should be assigned to, and tracking the progress until the response is completed. Reviews and assigns all mail received in the Deputy's office for response, appropriate action, or general information; and maintains control over incoming and outgoing correspondence.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

+ A. I have experience reviewing and assigning mail and e-mail for response, maintaining control over incoming and outgoing correspondence, and tracking progress until the response is complete.

+ B. I have experience reviewing and assigning mail and e-mail for response. I DO NOT have experience maintaining control over incoming and outgoing correspondence or tracking progress until the response is complete.

+ C. I have successfully completed college-level coursework or training related to management, planning or delegation.

+ D. I have NO experience or training related to this work behavior.

08

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name of the employer(s) where you gained this experience

+ Your experience in reviewing and assigning mail or email

+ Your role in maintaining control over correspondence and tracking progress until the response is complete

09

If you have selected the level of performance pertaining to college coursework, please provide your responses to the 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

10

WORK BEHAVIOR 2 - PREPARE AND EDIT CORRESPONDENCE

Prepares standard replies on communications which require a response. Reviews all correspondence and memos prepared for the signature of the Deputy for grammatical accuracy, format, style, and content; and makes recommendations on editing content when necessary. Uses electronic and paper filing systems to organize and maintain correspondence.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

+ A. I have experience preparing standard replies on communications which require a response; I review correspondence or memos for accurate grammar, format, content etc.; I make recommendations on content and use electronic and paper filing systems to organize and maintain correspondence.

+ B. I have experience preparing standard replies on communications which require a response; I review correspondence or memos for accurate grammar, format, content, etc.; I use electronic and paper filing systems to organize and maintain correspondence. I DO NOT have experience making recommendations on content.

+ C. I have successfully completed college-level coursework or training related to technical writing or report writing.

+ D. I have NO experience or training related to this work behavior.

11

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name(s) of the employer(s) where you gained this experience

+ Your role in making recommendations on content and the types of recommendations you made

12

If you have selected the level of performance pertaining to college coursework, please provide your responses to the 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

13

WORK BEHAVIOR 3 - MANAGE MEETINGS AND MATERIALS

Manages meeting materials and schedules for the Deputy by reserving conference rooms, collecting and organizing materials required for meetings and appointments; maintaining meeting folders to ensure the Deputy has all appropriate background material and necessary meeting information; schedules all meetings through Outlook, notifies/invites staff to meetings, track attendance in Outlook, provides briefing materials such as agendas and pertinent documents, makes adjustments to the calendar or reschedules meetings to ensure the Deputy attends essential meetings.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

+ A. I have experience managing meeting materials and schedules by reserving conference rooms, collecting and organizing materials required for meetings and appointments; maintaining meeting folders to ensure all appropriate background material and necessary meeting information is available; schedules meetings through Outlook, notifies/invites staff to meetings, tracks attendance in Outlook, provides briefing materials such as agendas and pertinent documents, makes adjustments to the calendar or reschedules meetings for multiple parties to ensure essential meetings are attended.

+ B. I have experience managing meeting materials and schedules by reserving conference rooms, collecting and organizing materials required for meetings and appointments; maintaining meeting folders to ensure all appropriate background material and necessary meeting information is available; schedules meetings using an automated scheduling calendar, notifies/invites staff to meetings, tracks attendance, provides briefing materials such as agendas and pertinent documents, I DO NOT have experience making adjustments to the calendar or rescheduling meetings for multiple parties to ensure essential meetings are attended.

+ C. I have successfully completed college-level coursework or training related to organization management.

+ D. I have NO experience or training related to this work behavior.

14

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name(s) of the employer(s) where you gained this experience

+ Your experience managing calendars and for how many staff you performed this function

+ Your experience regarding making adjustments to calendars or rescheduling meetings to ensure essential meetings are attended

+ The system you used to schedule meetings and track attendance

15

If you have selected the level of performance pertaining to college coursework, please provide your responses to the 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

16

WORK BEHAVIOR 4 - REPORT WRITING

Collects information from senior level leadership regarding status updates on initiatives and projects; compiles information into a confidential narrative report for the Deputy for a weekly meeting.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

+ A. I have experience collecting information from senior level leadership regarding status updates on initiatives and projects; I compile information into a confidential narrative report for a weekly meeting.

+ B. I have experience collecting information from senior level leadership regarding status updates on initiatives and projects; I DO NOT have experience compiling the information into a confidential narrative report.

+ C. I have successfully completed college-level coursework or training related to technical writing or report writing.

+ D. I have NO experience or training related to this work behavior.

17

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name(s) of the employer(s) where you gained this experience

+ The types of narrative reports you were responsible for writing

18

If you have selected the level of performance pertaining to college coursework, please provide your responses to the 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

19

WORK BEHAVIOR 5 - TRAVEL ARRANGEMENTS AND REIMBURSEMENTS

Manages all travel arrangements including reserving rental cars, booking hotel reservations and scheduling flights; completes appropriate documentation for reimbursement of travel related expenses including tolls, gas, rental car usage and meals.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

+ A. I have experience managing all travel arrangements including reserving rental cars, booking hotel reservations and scheduling flights; I complete appropriate documentation for reimbursement of travel related expenses including tolls, gas, rental car usage and meals.

+ B. I have experience completing appropriate documentation for reimbursement of travel related expenses including tolls, gas, rental car usage and meals. I DO NOT have experience managing travel arrangements including reserving rental cars, booking hotel reservations, scheduling flights.

+ C. I have successfully completed college-level coursework or training related to administrative office procedures, planning events and travel, or business computer applications.

+ D. I have NO experience or training related to this work behavior.

20

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name(s) of the employer(s) where you gained this experience

+ Your experience related to scheduling travel and related arrangements

21

If you have selected the level of performance pertaining to college coursework, please provide your responses to the 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 Question

Employer

Commonwealth of Pennsylvania

Address

613 North Street

Harrisburg, Pennsylvania, 17120

Website

http://www.employment.pa.gov