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Records Maintenance Supervisor (Clerical Supervisor 2)

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Records Maintenance Supervisor (Clerical Supervisor 2)

Salary

$44,890.00 - $67,678.00 Annually

Location

Dauphin County, PA

Job Type

Civil Service Permanent Full-Time

Job Number

CS-2025-25291-00200

Department

Public Utility Commission

Division

PU Files and Dockets

Opening Date

05/12/2025

Closing Date

5/26/2025 11:59 PM Eastern

Job Code

00200

Position Number

00030342

Union

AFSCME

Bargaining Unit

A2

Pay Group

ST05

Bureau / Division Code

00178005

Bureau / Division

Secretary's Bureau

Worksite Address

400 North Street

City

Harrisburg, Pennsylvania

Zip Code

17120

Contact Name

Illy Tobin

Contact Phone

717.787.8714

Contact Email

[email protected]

+ Description

+ Benefits

+ Questions

THE POSITION

The Public Utility Commission (PUC), Secretary's Bureau is seeking a highly motivated and experienced Records Management Supervisor to lead our team, ensuring the efficient and compliant management of the Commission’s records. This role is crucial for maintaining the integrity and accessibility of our information while adhering to all applicable legal and regulatory standards. Your work will support PUC’s mission to protect the public interest and effectively oversee utility service providers across the state!

DESCRIPTION OF WORK

As a Records Maintenance Supervisor, you will be responsible for the supervision of record retention within the Document Control and Records Maintenance Division. This involves administering the implementation of the record system directed by the PUC and the adherence to the retention schedules, including the purging of files as mandated by the records retention schedule. You will also be responsible for authorizing personnel to have access to records at the State Records Center and coordinating the transfer of files from all Bureaus to the State Records Center or Archives.

Our team will rely on you to act as our liaison with the Pennsylvania Historical and Museum Commission, Division of Archival and Records Management Services (PHMC/DARMS) and their attend meetings, seminars, and training sessions to keep our team current with best practices in records management. You will supervise staff engaged in the digitizing project converting microfilmed records to digital scans and authorizing such records to be placed online at PUC’s website for public review. Apply today and become a vital member of our dedicated team!

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: 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.

+ 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:

+ One year as a Clerical Supervisor 1;or

+ One year as a Clerical Assistant 3;or

+ Two years of as a Clerical Assistant 2;or

+ An 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

Have you been employed by the Commonwealth of Pennsylvania as a Clerical Supervisor 1 for one or more years full-time?

+ Yes

+ No

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 been employed by the Commonwealth of Pennsylvania as a Clerical Assistant 3, as a Clerk 3, as a Clerk Typist 3, or as a Clerk Stenographer 3 for one or more years full-time?

+ Yes

+ No

04

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.

05

Have you been employed by the Commonwealth of Pennsylvania as a Clerical Assistant 2, as a Clerk 2, as a Clerk Typist 2, or as a Clerk Stenographer 2 for two or more years full-time?

+ Yes

+ No

06

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.

07

How many years of full-time moderately complex clerical (or higher level clerical) work experience do you possess?

+ 2 years or more

+ 1 but less than 2 years

+ Less than 1 year

+ None

08

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.

09

How many semester credits of college 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 visitingand clicking the Evaluation Services Link.

For additional information on foreign education credentials, please visitand 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.

+ 60 credits or more

+ 30 but less than 60 credits

+ 15 but less than 30 credits

+ Less than 15 credits

+ None

10

WORK BEHAVIOR 1 - DATA ENTRYPerform activities such as reviewing and processing applications, data entering information into system, searching records, ordering supplies, etc. in accordance with Bureau policies and procedures to ensure accurate or timely provision of data; conducting random quality control checks to assess the completeness and accuracy of data entry; and correcting deficiencies and reporting substantial findings to management.Levels of PerformanceSelect the “Level of Performance” which best describes your claim.

+ A. I have experience performing activities such as reviewing and processing applications, data entering information into system, searching records, ordering supplies, etc. in accordance with Bureau policies and procedures to ensure accurate or timely provision of data; conducting random quality control checks to assess the completeness and accuracy of data entry; and correcting deficiencies and reporting substantial findings to management.

+ B. I have experience performing activities such as reviewing and processing applications, data entering information into system, searching records, ordering supplies, etc. in accordance with Bureau policies and procedures to ensure accurate or timely provision of data; and correcting deficiencies.

+ C.I have completed college coursework related to this work behavior such as bookkeeping, data entry, etc.

+ 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 experience reviewing and processing applications, typing information into the system, searching records, etc.

+ Your experience conducting quality control checks.

+ Your experience correcting deficiencies or reporting findings to management.

+ Your specific duties and responsibilities.

12

If you have selected the level of performance pertaining to the college coursework, please provide the requested information in the text box below. Please be sure your response addresses the three items listed below. If you indicated you have no training related to this work behavior, type N/A in the box below.

+ College/University

+ Course Title

+ Credits/Clock Hours

13

WORK BEHAVIOR 2 – SUPERVISIONProvide full range of supervisory duties which include: Planning, organizing and delegating work among positions; assigning and monitoring clerical activities for accuracy and timeliness; monitoring time and attendance and approving leave; scheduling the moving of staff; evaluating employee performance and establishing performance standards; handling grievances and recommending decisions; and interviewing and recommending the selection of applications for vacant positions in accordance with policies and procedures. Provide instruction and guidance to staff on processing methods and procedures, and train new staff in the use of PCs for inquiry and data entry as well as general clerical functions.Levels of PerformanceSelect the “Level of Performance” which best describes your claim.

+ A. I have experience planning and assigning work to staff, approving leave, evaluating staff performance, interviewing candidates and recommending selection of applicants, providing instruction and guidance to staff on methods and procedures, and training new staff.

+ B. I have experience as a lead worker, which included assigning or delegating work to staff, monitoring others’ work for accuracy or timeliness, and training new staff.

+ C. I have completed college coursework or formal training related to this work behavior such as management, planning, delegation, etc.

+ 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 duties as a supervisor (approving leave, interviewing, evaluating staff, etc.)

+ Your duties as a lead worker (assign work, reviewing work, etc.)

+ Your specific responsibilities.

15

If you have selected the level of performance pertaining to the college coursework, please provide the requested information in the text box below. Please be sure your response addresses the three items listed below. If you indicated you have no training related to this work behavior, type N/A in the box below.

+ College/University

+ Course Title

+ Credits/Clock Hours

16

WORK BEHAVIOR 3 - PROOFREAD DOCUMENTSProofread varying types of materials to ensure the transfer of information is grammatically correct, complete, consistent, and adheres to agency rules and regulations, and that arithmetic computations for calculating experience factors, project completion percentages, etc. are performed accurately. Examine and review the files, forms, documents, and records that have been processed by the staff for completeness and accuracy.Levels of PerformanceSelect the “Level of Performance” which best describes your claim.

+ A. I have experience examining and reviewing files, forms, documents, or records processed by staff for completeness and accuracy; and proofreading varying types of materials for grammar, accurate calculations, and adherence to rules and regulations.

+ B. I have experience proofreading varying types of materials for grammar, accurate calculations, or adherence to rules and regulations.

+ C. I have completed college coursework related to this work behavior such as English composition, business writing, etc.

+ 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.

+ What you proofread or reviewed.

+ Your specific duties and responsibilities.

18

If you have selected the level of performance pertaining to the college coursework, please provide the requested information in the text box below. Please be sure your response addresses the three items listed below. If you indicated you have no training related to this work behavior, type N/A in the 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