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Administrative Assistant 2 (Local Government) - Allegheny County Support Administration

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Administrative Assistant 2 (Local Government) - Allegheny County Support Administration

Salary

$50,836.00 - $55,919.50 Annually

Location

Allegheny County, PA

Job Type

Civil Service Permanent Full-Time

Job Number

CS-2025-29042-L0112

Department

Local Government

Division

HS Allegheny Co Spt Ad

Opening Date

07/08/2025

Closing Date

7/21/2025 11:59 PM Eastern

Job Code

L0112

Position Number

80012929

Union

Non Union

Bargaining Unit

LG

Pay Group

LG

Bureau / Division Code

88215000

Bureau / Division

Allegheny County Support Administration

Worksite Address

One Smithfield Street

City

Pittsburgh, Pennsylvania

Zip Code

15222

Contact Name

Joy An Wilkinson

Contact Phone

412.350.4976

Contact Email

[email protected]

+ Description

+ Benefits

+ Questions

THE POSITION

Would you be interested in a rewarding career with a strong dedication towards serving the community of Allegheny County? If so, the Allegheny County Department of Human Services wants to meet you! We are seeking a forward thinking, enthusiastic, and robust candidate with excellent administrative skills and attention to detail to join our team as an Administrative Assistant 2. Apply today to play a key role in providing valuable support and services so those within our community can thrive!

DESCRIPTION OF WORK

As an Administrative Assistant 2, you will support the Administrative Officer 4 and Administrative Officer 3 (Purchasing) by providing complex and specific confidential administrative assistance with the day-to-day details in managing the Facilities Management Unit. You will act as a vital liaison while coordinating administrative matters with various functionaries of county and state political bodies, departments, and with the system's providers, internal staff, and the public. This professional also analyzes administrative operations, develops work standards and procedures, conducts independent research, implements directives, prepares detailed reports of findings, and makes recommendations. Additional duties entail maintaining appointment calendars, scheduling various meetings and preparing agendas, assisting with the procurement of office supplies, and drafting memos, letters, and general correspondence. Excellent leadership skills are essential, as you will also be providing supervision for an Administrative Assistant 1.

Work Schedule and Additional Information:

+ Full-time employment, 40 hours/week.

+ Work hours are 8:30 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, up to 2 days per week, after six months of employment. 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 Pittsburgh.

+ 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 of experience as a staff assistant to an administrative officer or as a technician in a staff service of a large organization; and 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 (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.

+ Hiring preference for this vacancy may be given to candidates who live within Allegheny County. If no eligible candidates who live within Allegheny County apply for this position, candidates who reside in other counties may be considered.

+ 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.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.

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.

Benefit packages are determined by the county and may vary. Please contact the applicable county human resource office directly to inquire about a specific benefit package.

01

How many years of full-time experience as a staff assistant to an administrative officer or as a technician in a staff service of a large organization do you possess?

+ 1 year or more

+ 6 months but less than 1 year

+ Less than 6 months

+ 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

How much 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 visitingwww.naces.organd 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.

+ 120 credits or more

+ 90 but less than 120 credits

+ 60 but less than 90 credits

+ 30 but less than 60 credits

+ Less than 30 credits

+ None

04

How much graduate coursework have you completed in Business, Hospital, or Personnel Administration; Industrial Relations or a closely related field? 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.organd 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.

+ 30 credits or more

+ Less than 30 credits

+ None

05

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

06

WORK BEHAVIOR 1 – WRITTEN COMMUNICATION

Compiles information for financial, statistical, monthly, or other reports, manuals, or status updates, letters, memoranda, training materials, agendas, presentations, in order to record information, respond to correspondence, or disseminate information. Formats document submissions for review, approval, and distribution to personnel.

Levels of Performance

Select 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 successfully completed college-level coursework related to business writing, technical writing, English composition, or journalism.

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

07

In the text box below, please describe your experience as it relates to the level of performance you claimed on this work behavior. Please be sure your response addresses the items listed below which relate to your claim. 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(s) where you gained this experience.

+ The type of information you compiled and the resources from which you drew the information.

+ Your experience composing documents or reports.

+ Your specific duties and level of responsibility.

08

If 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

09

WORK BEHAVIOR 2 – CUSTOMER SERVICE

Interacts with the public, coworkers, or other personnel to gather information and act as a liaison between staff. Provides appropriate responses to inquiries and refers individuals to the appropriate area for assistance as necessary.

Levels of Performance

Select 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 successfully completed college-level coursework related to communications, public speaking, public relations, conflict resolution, or interviewing.

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

10

In the text box below, please describe your experience as it relates to the level of performance you claimed on this work behavior. Please be sure your response addresses the items listed below which relate to your claim. 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(s) where you gained this experience.

+ Your experience answering questions and providing technical information.

+ Your specific duties and level of responsibility.

11

If 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

12

WORK BEHAVIOR 3 – REVIEWING AND MAINTAINING DOCUMENTS

Reviews and maintains logs, inventories, emails, and current and archived documents. Updates all materials when policies and procedures are created or updated and distributes the updates to staff as changes occur.

Levels of Performance

Select the Level of Performance that best describes your claim.

+ A. I have experience reviewing and maintaining documents. I was responsible for evaluating recommended changes for accuracy and clarity and making those changes as needed.

+ B. I have experience maintaining documents. I was responsible for making changes based on recommendations which were evaluated for accuracy and clarity by someone else.

+ C. I have successfully completed college-level coursework related to documents management, records retention, record keeping, information confidentiality, or records management.

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

13

In the text box below, please describe your experience as it relates to the level of performance you claimed on this work behavior. Please be sure your response addresses the items listed below which relate to your claim. 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(s) where you gained this experience.

+ Your experience maintaining documents.

+ Your experience evaluating recommended changes to documents.

+ Your specific duties and level of responsibility.

14

If 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

15

WORK BEHAVIOR 4 – RESEARCH AND DOCUMENTATION

Conducts research by gathering, analyzing, and interpreting information related to casework needs. Researches files and coordinates information from other personnel to prepare for special projects and reports as needed.

Levels of Performance

Select 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 successfully completed college-level coursework related to research methods, statistics, research design and analysis, or data collection.

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

16

In the text box below, please describe your experience as it relates to the level of performance you claimed on this work behavior. Please be sure your response addresses the items listed below which relate to your claim. 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(s) where you gained this experience.

+ The types of records and files you researched.

+ Your specific duties and level of responsibility.

17

If 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

18

WORK BEHAVIOR 5 – SUPERVISION

Supervises subordinate staff by assigning work; establishes priorities and timeframes for completion of work; reviews employee performance and prepares evaluation reports; disciplines employees; interviews prospective employees and recommends selection; receives, responds to, and resolves grievances and complaints; provides guidance to staff on complex problems; approves/denies leave requests; and identifies training needs and provides training to staff.

Levels of Performance

Select the Level of Performance that best describes your claim.

+ A. I have experience supervising subordinate information technology staff; and as a supervisor, I have interviewed and hired staff, rated work performance, established priorities, disciplined employees, identified training needs, and approved leave.

+ B. I have experience as a lead worker or a senior staff member, I have provided on-the-job training to newly hired information technology staff, reviewed their work, or served as a team or group leader, but I was not responsible for employee discipline or resolution of grievances.

+ C. I have successfully completed supervisory training.

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

19

In the text box below, please describe your experience as it relates to the level of performance you claimed on this work behavior. Please be sure your response addresses the items listed below which relate to your claim. 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(s) where you gained this experience.

+ The actual duties you performed related to supervision.

+ Your level of responsibility.

20

If you have selected the level of performance pertaining to college coursework/training, 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/Training Source

+ Course Title

+ Credits/Clock Hours

Required Question

Employer

Commonwealth of Pennsylvania

Address

613 North Street

Harrisburg, Pennsylvania, 17120

Website

http://www.employment.pa.gov