Administrative Officer 1 - Chester CAO
: Job Details :

Administrative Officer 1 - Chester CAO

State of Pennsylvania

Location: Thorndale,PA, USA

Date: 2024-11-22T09:15:18Z

Job Description:

THE POSITION

Are you a highly motivated professional who would enjoy a fast-paced work environment fulfilling a broad spectrum of duties? If so, the Department of Human Services (DHS) is excited to welcome a dependable and ambitious Administrative Officer 1 to our team at the Chester County Assistance Office (CAO). Showcase your impressive organizational skills and strong management and multi-tasking abilities while providing valuable services to the Commonwealth!

DESCRIPTION OF WORK

As an Administrative Officer 1, you will conduct administrative work in the Chester County Assistance Office and be responsible for relieving the Executive Director of a variety of administrative details. Responsibilities involve duties related to building issues, purchasing, contracts, and information technology (IT), as well as the oversight and supervision of the clerical department.

Key responsibilities include developing all service purchase contracts for the CAO to submit to the executive director for approval, corresponding with CAO administrators to identify specific needs and determine anticipated usage of contracted items, and establishing required specifications and compiling cost analysis as needed. You will also manage the CAO's procurement of office equipment, supplies, and furniture, as well as oversee the ordering and purchasing of all forms, general commodities, and office supplies from DHS and Department of General Services (DGS) warehouses.

Interested in learning more? Additional details regarding this position can be found in the position description.

Work Schedule and Additional Information:

* Full-time employment

* Work hours are 8:30 AM to 5:00 PM, Monday - Friday, with a 60-minute lunch. Work schedule may change based upon operational needs.

* Travel and overtime as needed.

* Telework: You may have the opportunity to work from home (telework) part-time, on an as needed basis. 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 Thorndale.

* The Department of Human Services provides excellent benefits, pay increases, paid leave and holidays, as well as opportunities for career advancement.

* 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:

* Two years of experience in varied office management or staff work; and bachelor's degree; or

* Any equivalent combination of experience and training.

Other Requirements:

* You must meet the PA residency requirement. For more information on ways to meet PA residency requirements, follow the link and click on Residency.

* You must be able to perform essential job functions.

Legal Requirements:

* A conditional offer of employment will require submission of criminal history reports. See hiring agency contact information.

How to Apply:

* 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).

* 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 Info/Pages/default.aspx and click the Veterans' Preference tab or contact us at ...@pa.gov.

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/test once for this posting.Your results will be provided via email.

Learn more about our Total Rewards by watching this short video!

See the total value of your benefits package by exploring our benefits 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 visit www.employment.pa.gov and click on the benefits box.

* Eligibility rules apply.

How many years of full-time experience do you possess in varied office management or staff work?

* 2 years or more

* 1 but less than 2 years

* Less than 1 year

* None

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.

Do you possess a conferred bachelor's degree or higher? 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 you answer Yes to this question based on education 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.

For additional information on foreign education credentials, please visit Info/Pages/default.aspx#q3 and 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.

* Yes

* No

If you answered NO to the above question, 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 visiting www.naces.org and clicking the Evaluation Services Link.

For additional information on foreign education credentials, please visit Info/Pages/default.aspx#q3 and 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

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.

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 our FAQ page.

* Yes

WORK BEHAVIOR 1 - WRITTEN COMMUNICATION

Compiles information for financial, statistical, monthly, or other reports, manuals, letters, memoranda, training materials, policies, and procedures, in order to record information, respond to correspondence, or disseminate information. Formats document submissions for review, approval, and distribution to a variety of audiences.

Levels of Performance

Select the Level of Performance that best describes your claim.

* A. I have experience compiling and presenting information in written format. I was responsible for the final content of the document or report.

* B. I have experience compiling and presenting information in written format. Someone else was responsible for the final content of the report using the information I gathered and drafted.

* 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.

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 compiling and presenting information in written format.

* Your level of responsibility.

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

WORK BEHAVIOR 2 - VERBAL COMMUNICATION

Holds conferences with staff in order to gather, review, discuss, and resolve various problems that have been encountered. Organizes meetings and speaks before groups to disseminate relevant issues and updates. Verbally relays explanations of new and updated policies, procedures and legislation, through meetings with managers, staff, and other agency personnel.

Levels of Performance

Select the Level of Performance that best describes your claim.

* A. I have experience communicating verbally to explain new or updated policies/procedures AND holding conferences with staff to gather information and discuss problems encountered. I was responsible for verbally disseminating information regarding relevant issues and related updates.

* B. I have experience communicating verbally to explain new or updated policies/procedures AND holding conferences with staff to gather information and discuss problems encountered. Someone else was responsible for disseminating information regarding relevant issues and related updates.

* C. I have successfully completed college-level coursework related to public speaking or communications.

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

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

* Your experience communicating verbally to explain new or updated policies/procedures.

* Your experience holding conferences with staff to gather information and discuss problems encountered.

* Your level of responsibility.

* College/University

* Course Title

* Credits/Clock Hours

WORK BEHAVIOR 3 - ANALYZING INFORMATION

Reviews and analyzes applications, supporting documentation, purchasing documents, or invoices to determine accuracy and compliance to establish standards in order to make adjustments or corrections prior to approval.

Levels of Performance

Select the Level of Performance that best describes your claim.

* A. I have experience analyzing reported data. My analysis included accuracy of information and evaluation of the content of supporting documentation against office standards.

* B. I have experience analyzing reported data. Someone else was responsible for the accuracy of information and evaluation of the content of supporting documentation against office standards.

* C. I have successfully completed college-level coursework related to data analysis, logic, or research methods.

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

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

* Your experience analyzing reported data.

* Your level of responsibility.

* College/University

* Course Title

* Credits/Clock Hours

WORK BEHAVIOR 4 - CUSTOMER SERVICE

Communicates with vendors, employees, and citizens to answer inquiries and resolve issues or complaints. This often includes the explanation of applicable laws, regulations, policies, and procedures. Utilizes customer service skills to prevent or manage adversarial situations.

Levels of Performance

Select the Level of Performance that best describes your claim.

* A. I have experience providing customer service to answer inquiries and resolve issues or complaints.

* B. I have experience providing customer service to answer inquiries. I referred issues, and complaints to the appropriate area for resolution.

* C. 1 I have successfully completed college-level coursework related to customer service relations, and conflict resolution.

* D. I have NO experience or education related to this work behavior.

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

* The actual duties you performed related to providing customer service.

* Your level of responsibility.

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

WORK BEHAVIOR 5 - SUPERVISION

Perform the full range of supervisory duties. This includes assigning work; reassigning tasks during staff shortages; establishing priorities and timeframes for completion of work; reviewing employee performance and preparing evaluation reports; disciplining employees; interviewing prospective employees and recommending selection; receiving, responding to, and resolving grievances and complaints; providing guidance to staff on complex problems; approving/denying leave requests; and identifying training needs and providing training to staff.

Levels of Performance

Select the Level of Performance that best describes your claim.

* A. I have experience performing a full range of supervisory duties, such as assigning work, reassigning tasks during work shortages, establishing priorities, approving leave, reviewing employee performance, identifying training needs and assigning training, conducting employment interviews, and addressing disciplinary issues.

* B. I have experience as a lead worker. I have provided on the job training to newly hired staff, reviewed their work or served as a team or group leader, but I was NOT responsible for employee discipline or hiring decisions.

* C. I have successfully completed college-level coursework or training related to supervisory development, labor relations, or human resource management, but I do not have at least six months of supervisory or lead work experience in a work setting.

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

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

* The actual duties you performed related to supervision (evaluating employee performance, approving leave, etc.).

* The actual duties you performed related to a lead worker (reviewing work for accuracy, providing training, etc.).

* Your level of responsibility.

If you have selected the level of performance which included training, please provide your responses to 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

WORK BEHAVIOR 6 - PROGRAM EVALUATION

Evaluates work methods and procedures to identify strengths, weaknesses, opportunities, and challenges. Recommends and provides guidance and tools for implementing new or updated work processes, rules, policies, and procedures to create a more efficient and effective organization.

Levels of Performance

Select the Level of Performance that best describes your claim.

* A. I have experience evaluating work methods and procedures to identify strengths, weaknesses, opportunities, and challenges. I was responsible for developing tools such as plans of action or process maps and providing recommendations for implementing new or updated work processes, rules, policies, and procedures.

* B. I have experience evaluating work methods and procedures to identify strengths, weaknesses, opportunities, and challenges. Someone else was responsible for developing tools such as plans of action or process maps and providing recommendations for implementing new or updated work processes, rules, policies, and procedures.

* C. I have successfully completed college-level coursework related to program evaluation, program analysis, project monitoring and evaluation, or evaluation theory, design, and methods.

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

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

* Your experience evaluating work methods and procedures to identify strengths, weaknesses, opportunities, and challenges.

* Your level of responsibility.

* College/University

* Course Title

* Credits/Clock Hours

WORK BEHAVIOR 7 - REVIEWING AND MAINTAINING DOCUMENTS

Reviews and maintains documents and manuals. Updates all materials when policies and procedures are created or updated and distributes the updates to staff as changes occur. Evaluates submissions of proposed changes to ensure clarity and ease of understanding.

Levels of Performance

Select the Level of Performance that best describes your claim.

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

* B. I have experience maintaining documents and manuals. Someone else was responsible for evaluating recommended changes for accuracy and clarity before I made the updates.

* 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 training related to this work behavior.

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

* Your experience maintaining and/or reviewing documents and manuals.

* Your level of responsibility.

* College/University

* Course Title

* Credits/Clock Hours

Required Question

Agency Commonwealth of Pennsylvania

Address 613 North Street

Harrisburg, Pennsylvania, 17120

Website

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