Clerical Assistant 3

Become a vital member of the Pennsylvania Emergency Management Agency by joining our team as a Clerical Assistant 3. In this dynamic role, you will be at the heart of emergency response efforts, collaborating with PEMA staff and representatives from various state departments, response agencies, and volunteer organizations dedicated to saving lives and reducing suffering. Your contributions will be essential in managing communications, maintaining documentation, and ensuring the efficient operation of the Commonwealth Watch and Warning Center (CWWC), the Commonwealth Response Coordination Center (CRCC), and the Internal Operations Office. If you have a keen eye for detail and excel in a collaborative environment, seize this opportunity to apply today and make a meaningful impact within our organization.

This role entails providing secretarial and clerical assistance to the Director of the Internal Operations Bureau and the bureau itself, along with timekeeping support for both Internal and External Operations Offices. The Clerical Assistant 3 serves as the lead for Clerical Assistant 2s, overseeing office functions and executing complex clerical tasks while ensuring high-quality customer service. Responsibilities include supporting meetings by taking, maintaining, transcribing, publishing, and distributing minutes. The position also facilitates effective communication by managing phone calls, directing inquiries appropriately, and responding to others based on experience or guidance from bureau staff. Additionally, the role involves managing the Bureau Director's calendar, coordinating appointments, meetings, and virtual gatherings, as well as arranging travel for the director and staff. The assistant is tasked with maintaining seniority lists and overtime assignments, creating and managing data through various database programs, and operating the Crisis Management System. Furthermore, the role includes drafting responses to Right to Know requests and coordinating bureau updates for the Agency Website with the Webmaster. To enhance understanding of Emergency Management and PEMA's functions, participation in online classes is encouraged. The position supports emergency activations, adjusting work schedules as needed, including the possibility of overtime and 12-hour shifts, and is classified as an essential worker, which may involve varied assignments or travel.

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

Work Schedule and Additional Information:

• FREE parking
• Full-time employment
• Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with a 30-minute lunch.
• In the event of an emergency/disaster situation or training exercise, this position may be required to travel, work up to 12-hour shifts, and work outside of the normal work hours, including weekends and overnights.
• Telework: You will not have the option to telework in this position.
• Salary: Selected candidates who are new to employment with the Commonwealth of Pennsylvania will begin employment at the starting annual salary of $39,785 (before taxes).
• You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

QUALIFICATIONS

Minimum Experience and Training Requirements:

• One year as a Clerical Assistant 2 (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration); or
• One year of moderately complex clerical experience; or
• An 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.

Commonwealth employees who wish to use their seniority rights must apply to the internal posting for their seniority rights to be considered.

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%20Info/Pages/default.aspx and click the Veterans' Preference tab or contact us at ra-cs-vetpreference@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.

• 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:
  1. your score may be lower than deserved.
  2. you may be disqualified.
• You may only apply/test once for this posting.
• Your results will be provided via email.