Below is the job posting for the vacancy in OSA. If interested please apply using the attached link. Thanks!

 

https://www.governmentjobs.com/careers/pabureau/jobs/1926502/executive-secretary-1-osa?keywords=Executive&pagetype=promotionalJobs     

 


COMMONWEALTH OF PENNSYLVANIA
invites applications for:

Executive Secretary 1 OSA



The Commonwealth of Pennsylvania is proud to be an equal opportunity employer supporting workplace diversity.

 

SALARY:

$37,888.00 - $57,135.00 Annually

JOB TYPE:

Civil Service

DEPARTMENT:

Public Utility Commission

LOCATION:

Dauphin County

OPENING DATE:

12/14/17

CLOSING DATE:

01/02/18 11:59 PM

JOB CODE:

G0015

POSITION NUMBER:

102914

UNION:

Management

BARGAINING UNIT:

A3

PAY GROUP:

UT05

BUREAU/DIVISION CODE:

4000

BUREAU/DIVISION:

Office of Special Assistants

WORKSITE ADDRESS:

400 North Street

CITY:

Harrisburg

ZIP CODE:

17120

CONTACT NAME:

Shannon Marciano

CONTACT PHONE:

717-787-8714

CONTACT EMAIL:

smarciano@pa.gov

THE POSITION:

Work hours are 7:30 AM - 4:00 PM - Monday through Friday.

If you anticipate the need for an accommodation due to a disability, please inform the Human Resource Office at the time an interview is scheduled.

DESCRIPTION OF WORK:

The Executive Secretary to the Director of the Office of Special Assistants is a member of the management team in the Office of Special Assistants and, as such, is responsible for assisting in the management of office activities and document flow within the office.  The individual in this position is expected to work independently under the supervision of the Office Director and, among other things, is expected to perform the following duties:
         
Prepares and maintains all confidential matters for the Director.
 
Sets appointments, prepares and maintains the Director's appointment calendar; keeps the Director informed of meetings, activities, travel dates and daily schedules; tracks and maintains a database of all deadlines applicable to the Director and provides prompts and ticklers as deadlines and obligation times approach.
 
          Initiates, when appropriate, the effective and prudent contact with officials and the public on behalf of the Director.
 
          Coordinates the timely compilation, organization and availability of data requested by the Director for meetings, conferences, training programs, etc.
 
          Responsible for scheduling OSA staff meetings for the Director, utilizing Microsoft Outlook and any other applicable computer applications to ensure non-conflicting dates and times for OSA staff.  Responsible for scheduling and coordinating such other meetings as may be necessary.
 
          Attends various meetings and prepares a meeting summary, transcribes and distributes meeting minutes.
 
          Processes, copies and maintains a tracking and tickler file for deadlines associated with information requested from the various bureaus and offices, the Executive Director, the Director of Regulatory Operations and Commissioners' offices.
 
          Answers the telephone, screens calls, and responds to inquiries with such further referrals as may be required for efficient handling.
 
          Assists the Director and the Administrative Officer in formulating training and travel arrangements for the Director and staff, prepares itineraries and all necessary forms, and completes expense vouchers through SAP.
 
          Prepares Out-Service Authorization forms, Travel Authorization forms, and General Invoice forms for staff as required.
 
          Maintains a data base containing a monthly reconciliation between authorized travel and training allotments and the actual expenditures, encumbrances and dates associated with staff training and travel activity.
 
          Develops, maintains and upgrades as necessary a comprehensive and secure filing system for the Director that will promote the efficient cataloging and storing of documents.
 
          Sorts and distributes incoming and outgoing bureau mail.
 
          Prepares and distributes various forms and documents.
 
          Distributes public meeting reports to meet Commission deadlines.
 
          Assists staff in proofreading, revising, and electronically handling documents and reports.
 
          Prepares the Director's copy of the Agenda for Public Meeting, organizes and maintains all communications related to public meeting activity, and attends such public meeting preparatory meetings with the Commissioners' offices, as may be required.
 
          Inputs required information into InfoMAP and such other data bases as may be required by the Director.
 
          Prepares assignment files and ensures assignments are timely forwarded to the Director for assignment of staff.
 
          Develops and executes the role of timekeeper for SAP time reporting and leave reporting purposes and assists bureau personnel with all SAP and ESS functions.
 
          Responsible for communicating with, and otherwise assisting, the Secretarial staff regarding current policies and procedures for clerical operations.
 
          Responsible for subscription renewals; maintaining and requisitioning all office supplies, and conducting the periodic inventory of the Office supply cabinet to replenish supplies as necessary.
 
          Maintains all office equipment, and coordinates and schedules essential service visits, activities and the tracking of operations as needed.
 
          In conjunction with the Administrative Officer, supports the implementation and effectuation of a daily system for reconciliation of OSA assignments.
 
          In conjunction with the established electronic support process, oversees the administration of the Office's obligations to ensure the timely and efficient processing of Act 294 Initial Decisions, including any necessary follow-up with the Commissioners and the Secretary's Bureau.
 
          Performs other related work as required.
 
Essential Functions:
Ability to maintain a calendar for the Bureau Director, keep her informed of her daily schedule and provide SAP support to the Director.

Ability to arrange and schedule appointments; prepare travel arrangements and itinerary for the Bureau Director.

Ability to coordinate meetings.

Ability to develop and maintain filing system for the Bureau Director for the efficient cataloging and storing of documents.

Ability to sort mail and route to the proper person.

Ability to prepare Act 294 Initial Decisions and distribute them to the Commission and follow up with Commissioners' Offices so that the Initial Decisions are returned by the deadline.

Ability to assist in controlling the office activities and document flow within the office.

Ability to make several daily runs to the file room to check for OSA assignments. Date stamps and submits to the Administrative Officer.
 

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY:

Eligibility - all candidates

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.

 Be a resident of Pennsylvania.

Be eligible for selection in accordance with Civil Service rules.
 

EXAMINATION INFORMATION:

Recruitment Method(s):
Applicants must meet one (or more) of the following methods(s) to be considered for this vacancy:

  • Civil Service Lists
  • Promotion Without Examination
  • Transfer
  • Reassignment
  • Voluntary Demotion
  • Reinstatement

Eligibility - Competitive Promotion Without Examination Only
CLASS RESTRICTIONS

  1. Have held regular civil service status in one of the following classifications:
    • Clerk Typist 3
    • Legal Assistant 1
    • Clerical Supervisor 1

Or in a class at Pay Scale Group 4 where there is clear linkage between the knowledge, skills, and abilities required to perform the duties of that class and the knowledge, skills, and abilities required of the Executive Secretary 1 class. Applications submitted will be reviewed to determine if an applicant's current or previous class has a logical occupational, functional, or career development relationship to the Executive Secretary 1 class.

Selection Criteria
Minimum experience and training required for the job.

Meritorious service; defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last due overall regular or probationary performance evaluation was higher than unsatisfactory or fails to meet standards.

Seniority, defined as a minimum of one year(s) in the next lower class(es) by the posting closing date of 1/2/2018.

Application Instructions

  1. Interested qualified applicants must submit all requested materials as specified in the "How To Apply Section". Failure to comply with the below application requirements will eliminate you from consideration for this position.

This section is issued for compliance with Management Directive 580.19, Promotion in the Classified Service without Examination.

How to apply - all candidates:
Submit an online application at https://www.governmentjobs.com/careers/pabureau/promotionaljobs on or before Tuesday, January 2, 2018 and attach:

  • Resume
  • Please attach a copy of your most recent Employee Performance Review (EPR) to your application - if you do not have this document, please include a note explaining why it is not included.

All application materials must be filed online by the closing date of this posting. Faxed, e-mailed, mailed, late and/or incomplete applications will not be accepted.

To be considered for this vacancy, all applicants must meet the minimum experience and training requirements.

In addition to the application materials listed above, individuals applying for Voluntary Demotion must submit a letter of interest acknowledging reduction in pay.

Individuals applying for Reinstatement must submit a letter of interest requesting consideration for reinstatement.

Please use the contact information provided for additional information.

 

APPLICATIONS MAY BE FILED ONLINE AT:
http://www.employment.pa.gov

OUR OFFICE IS LOCATED AT:
400 North Street
Harrisburg, PA 17120


jobs@pa.gov

An Equal Opportunity Employer

Position #90-17
EXECUTIVE SECRETARY 1 OSA
SM