<p>THE POSITION</p> <p>Are you a talented professional that wants to serve the citizens of Pennsylvania, work with a great team, and have more work life balance? An exciting opportunity is open serving as the Administrative Assistant for the IT Department in the PA Public Utility Commission (PUC).</p> <p>DESCRIPTION OF WORK</p> <p>Primary responsibilities include serving as an automotive liaison, storeroom assistant, surplus and recycling coordinator, as well as providing support to procurement staff. Secondary roles include supporting the duplicating shop and mailroom. This position serves as the Administrative Assistant for MIS (IT Department) in the Public Utility Commission (PUC). Duties include supporting the administrative and clerical needs of MIS. Specific job duties include:</p> <ul> <li>Human Resources Support: Assist with various HR actions, including onboarding new employees (preparing paperwork, coordinating orientation sessions, and setting up employee files), maintaining confidential employee records, supporting recruitment efforts (scheduling interviews and communicating with candidates), and assisting with benefits administration or employee inquiries. </li><li>IT Procurement Management: Oversee the IT procurement process by researching and obtaining quotes for hardware, software, and services from vendors; coordinate necessary approvals and signatures from stakeholders; track purchase orders; and ensure compliance with budget. </li><li>Quote and Vendor Coordination: Respond promptly to vendor requests for information (RFIs) related to quotes or proposals; gather and provide required details from internal teams; review incoming quotes for accuracy and completeness; and prepare summary comparisons to support decision-making. </li><li>Timesheet and Payroll Administration: Review employee timesheets for accuracy, completeness, and compliance with policy; resolve discrepancies with employees or managers; approve timesheets in the designated system; document absences in out of office calendar. </li><li>Process Documentation and Improvement: Document standard operating procedures (SOPs) for administrative and operational processes; maintain an organized repository of documentation; identify inefficiencies or bottlenecks in existing workflows; and propose and implement improvements to enhance efficiency and accuracy. </li><li>Travel and Training Coordination and Approvals: Review and approve employee travel requests based on policy and budget guidelines; coordinate travel arrangements (flights, accommodations, transportation) as needed; manage travel expense reports and reimbursements; and track travel-related expenditures. </li><li>General Administrative Support: Provide additional support such as scheduling meetings and managing calendars for leadership, preparing reports and presentations, handling incoming correspondence, maintaining office supplies inventory, arranging meetings and serving as a point of contact for internal and external inquiries. </li></ul> <p>The selected candidate needs to be organized, detail-oriented, and proactive. They should have experience with software tools like Microsoft Office, SAP, and Commonwealth procurement.</p> <p>Work Schedule and Additional Information:</p> <ul> <li> <p>Full-time employment</p> </li><li> <p>Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch.</p> </li><li> <p>Telework: Part-time work from home (telework) may be a potential feature of this position. The successful candidate is required to report to the headquarters worksite daily, unless the employee meets eligibility requirements and telework has been approved. Management may discontinue any telework arrangement at any time, for any reason. In order to telework, you must have a securely configured high-speed internet connection. If you are unable to telework, you will have the option to report to the headquarters office.</p> </li><li> <p>To be eligible to participate in telework, the employee's alternate (telework) worksite must meet the following requirements:</p> </li><li> <p>Within a reasonable travel distance of headquarters; and</p> </li><li> <p>Within the Commonwealth of Pennsylvania.</p> </li><li> <p>Please direct all questions regarding reasonable distance and the type of available telework to the PUC Human Resource Office at ra-puchr@pa.gov or 717.787.8714.</p> </li><li> <p>Salary: In some cases, the starting salary may be non-negotiable.</p> </li><li> <p>You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.</p> </li></ul> <p>REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY</p> <p>QUALIFICATIONS</p> <p>Minimum Experience and Training Requirements:</p> <ul> <li>Such training as may have been gained through graduation from a four year college or university or any equivalent combination of experience and training. </li></ul> <p>Other Requirements:</p> <ul> <li>You must meet the PA residency requirement. For more information on ways to meet PA residency requirements, follow the link and click on Residency Guidelines. </li><li>You must be able to perform essential job functions. </li></ul> <p>How to Apply:</p> <ul> <li>Resumes, cover letters, and similar documents will not be 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). </li><li>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. </li><li>Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted. </li><li>Failure to comply with the above application requirements may eliminate you from consideration for this position. </li><li>All application materials and interview responses must reflect the applicant's own experience, qualifications, and work. Applicants may use generative AI tools for preparation purposes only. Use of AI to misrepresent or falsify information, or to assist during interviews, is not permitted. Review the Guidance for Generative AI Tools & Job Seekers for additional information. </li></ul> <p>Veterans:</p> <ul> <li>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. </li></ul> <p>Telecommunications Relay Service (TRS):</p> <ul> <li>711 (hearing and speech disabilities or other individuals). </li></ul> <p>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.</p> <p>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.</p> <p>EXAMINATION INFORMATION</p> <ul> <li> <p>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).</p> </li><li> <p>Your score is based on the detailed information you provide on your application and in response to the supplemental questions.</p> </li><li> <p>Your score is valid for this specific posting only.</p> </li><li> <p>You must provide complete and accurate information or:</p> </li><li> <p>your score may be lower than deserved.</p> </li><li> <p>you may be disqualified.</p> </li><li> <p>You may only apply/test once for this posting.</p> </li><li> <p>Your results will be provided via email.</p> </li></ul> <p>Learn more about our Total Rewards by watching this short video!</p> <p>See the total value of your benefits package by exploring our benefits calculator.</p> <p>Health & Wellness</p> <p>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.*</p> <p>Compensation & Financial Planning</p> <p>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.</p> <p>Work/Life Balance</p> <p>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.*</p> <p>Values and Culture</p> <p>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.</p> <p>Employee Perks</p> <p>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.</p> <p>For more information on all of these Total Rewards benefits, please visit www.employment.pa.gov and click on the benefits box.</p> <ul> <li>Eligibility rules apply. </li></ul> <p>01</p> <p>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.</p> <p>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 visiting www.naces.org and clicking the Evaluation Services Link.</p> <p>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.</p> <ul> <li>120 credits or more </li><li>90 but less than 120 credits </li><li>60 but less than 90 credits </li><li>30 but less than 60 credits </li><li>Less than 30 credits </li><li>None </li></ul> <p>02</p> <p>How many years of full-time paraprofessional level or higher experience do you possess?</p> <ul> <li>4 years or more </li><li>3 years to less than 4 years </li><li>2 years to less than 3 years </li><li>1 year to less than 2 years </li><li>Less than 1 year </li><li>None </li></ul> <p>03</p> <p>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 experience must also 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.</p> <p>04</p> <p>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. You must complete the application and answer the supplemental questions. Resumes, cover letters, and similar documents will not be reviewed for the purposes of determining your eligibility for the position or to determine your score.</p> <p>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.</p> <p>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.</p> <p>If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.</p> <p>If you have general questions regarding the application and hiring process, please refer to our FAQ page.</p> <ul> <li>Yes </li></ul> <p>05</p> <p>WORK BEHAVIOR 1 - WRITTEN COMMUNICATION</p> <p>Creates documents regarding payments, budgets, procurement, agreements, and letters of authorization to respond to correspondence or disseminate information to a variety of audiences..</p> <p>Levels of Performance</p> <p>Select the Level of Performance that best describes your claim.</p> <ul> <li>A. I have experience writing various documents. I was responsible for the final document that conveyed customized information to the intended recipients. </li><li>B. I have experience drafting various reports and documents. I was responsible for compiling a portion or a draft of the document; however, someone else was responsible for the final version that conveyed customized information to the intended recipients. </li><li>C. I have successfully completed college-level coursework related to business, writing, technical writing, English composition, journalism, or communication. </li><li>D. I have NO experience or coursework related to this work behavior. </li></ul> <p>06</p> <p>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.</p> <ul> <li>The name(s) of the employer(s) where you gained this experience. </li><li>The type(s) of documents you created. </li><li>Your level of responsibility. </li></ul> <p>07</p> <p>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.</p> <ul> <li>College/University </li><li>Course Title </li><li>Credits/Clock Hours </li></ul> <p>08</p> <p>WORK BEHAVIOR 2 - TECHNICAL ASSISTANCE</p> <p>Communicates with employers, business organizations, and citizens to explain applicable laws, regulations, policies, and procedures. Utilizes customer service skills when dealing with adversarial situations.</p> <p>Levels of Performance</p> <p>Select the Level of Performance that best describes your claim.</p> <ul> <li>A. I have experience communicating with others to explain applicable laws, regulations, policies, or procedures. I utilized customer service skills when dealing with adversarial situations. This experience was related to all 4 of the following: Human Resources, Budgeting/Accounting, Funding/Revenue, AND Procurement. </li><li>B. I have experience communicating with others to explain applicable laws, regulations, policies, or procedures. I utilized customer service skills when dealing with adversarial situations. This experience was related to any 2 or 3 of the following areas: Human Resources, Budgeting/Accounting, Funding/Revenue, OR Procurement. </li><li>C. I have experience communicating with others to explain applicable laws, regulations, policies, or procedures. I utilized customer service skills when dealing with adversarial situations. This experience was related to any 1 of the following areas: Human Resources, Budgeting/Accounting, Funding/Revenue, OR Procurement. </li><li>D. I have successfully completed college-level coursework or training related to communications, customer service, public relations, or public speaking. </li><li>E. I have NO experience or coursework related to this work behavior. </li></ul> <p>09</p> <p>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.</p> <ul> <li>The name(s) of the employer(s) where you gained this experience. </li><li>The area(s) in which you provided technical assistance: Human Resources, Budgeting/Accounting, Funding/Revenue, and/or Procurement. </li></ul> <p>10</p> <p>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.</p> <ul> <li>College/University </li><li>Course Title </li><li>Credits/Clock Hours </li></ul> <p>11</p> <p>WORK BEHAVIOR 3 - BUDGETING</p> <p>Prepares budget estimates based on documented spending practices. Monitors program budgets, receipts, and expenditures to ensure spending does not exceed budget amounts. Reports overspending and recommends potential resolution.</p> <p>Levels of Performance</p> <p>Select the Level of Performance that best describes your claim.</p> <ul> <li>A. I have experience preparing budget estimates. I was also responsible for monitoring said budget estimates for overspending and making recommendations for potential resolution. </li><li>B. I have experience monitoring budget estimates developed by someone else for overspending. I was responsible for making recommendations for potential resolution. </li><li>C. I have successfully completed college-level coursework related to budgeting, management, or business statistics. </li><li>D. I have NO experience or coursework related to this work behavior. </li></ul> <p>12</p> <p>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.</p> <ul> <li>The name(s) of the employer(s) where you gained this experience. </li><li>Your experience preparing budget estimates. </li><li>Your experience monitoring budgets. </li><li>Your experience making recommendations for potential resolution. </li></ul> <p>13</p> <p>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.</p> <ul> <li>College/University </li><li>Course Title </li><li>Credits/Clock Hours </li></ul> <p>14</p> <p>WORK BEHAVIOR 4 - ACCOUNTING TRANSACTIONS</p> <p>Applies relevant accounting principles and practices for a variety of transactions, such as revenues, expenses, transfers, accounts payable, accounts receivable, fixed assets, loans, and inventory in accordance with applicable accounting and reporting standards. Uses accounting records and other supporting documentation to post accounting entries to general ledger accounts. Prepares and posts adjustment transactions to correct or close accounts. Monitors, reconciles, and corrects funds as well as processes transactions. Analyzes and prepares transactions into statement and report format based on applicable accounting standards and regulations.</p> <p>Levels of Performance</p> <p>Select the Level of Performance that best describes your claim.</p> <ul> <li>A. I have experience applying relevant accounting theories and practices to complete various accounting transactions. I monitored, reconciled, and corrected funds. I was responsible for evaluating and validating the posting of accounting entries to general ledger accounts. </li><li>B. I have experience applying relevant accounting theories and practices to complete various accounting transactions. I monitored, reconciled, and corrected funds; however, someone else was responsible for evaluating and validating the posting of accounting entries to general ledger accounts. </li><li>C. I have successfully completed college level coursework or training related to accounting or forensic accounting. </li><li>D. I have NO experience or coursework related to this work behavior. </li></ul> <p>15</p> <p>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.</p> <ul> <li>The name(s) of the employer(s) where you gained this experience. </li><li>Your experience applying relevant accounting theories and practices to complete various accounting transactions. </li><li>Your experience monitoring, reconciling, and correcting funds. </li><li>Your experience evaluating and validating the posting of accounting entries to general ledger accounts. </li><li>Your experience making corrections. </li></ul> <p>16</p> <p>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.</p> <ul> <li>College/University </li><li>Course Title </li><li>Credits/Clock Hours </li></ul> <p>17</p> <p>WORK BEHAVIOR 5 - LEAD WORK</p> <p>Directs activities of colleagues on a shared project or program, such as training staff, assigning workloads, ensuring work is completed, or performing quality control.</p> <p>Levels of Performance</p> <p>Select the Level of Performance that best describes your claim.</p> <ul> <li>A. I have experience directing activities of colleagues on a shared project or program which included THREE OR FOUR of the following: training staff; assigning workloads; ensuring completion of work; or performing quality control. </li><li>B. I have experience directing activities of colleagues on a shared project or program which included ONE OR TWO of the following: training staff; assigning workloads; ensuring completion of work; or performing quality control. </li><li>C. I have successfully completed college-level coursework or training related to supervision or training. </li><li>D. I have NO experience or education related to this work behavior. </li></ul> <p>18</p> <p>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.</p> <ul> <li>The name(s) of the employer(s) where you gained this experience. </li><li>Your experience training staff; assigning workloads; ensuring completion of work; and/or performing quality control. </li></ul> <p>19</p> <p>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.</p> <ul> <li>College/University </li><li>Course Title </li><li>Credits/Clock Hours </li></ul> <p>Required Question</p> <p>Employer Commonwealth of Pennsylvania</p> <p>Address 613 North Street</p> <p>Harrisburg, Pennsylvania, 17120</p> <p>Website http://www.employment.pa.gov</p>