Administrative Assistant 1 (Permanent) - Delaware Forest District, Monroe County

Are you a fan of the beautiful forests in Pennsylvania? Have you ever been curious about the efforts that go into maintaining these natural spaces for everyone to enjoy? This role is designed to deliver effective administrative and clerical support to the team and business partners of the Delaware Forest District, while also ensuring that the public receives friendly and helpful service. Do not miss the chance to be part of this important work-apply today and become a vital member of our team!

In this role, you will be responsible for developing and managing the District's financial plan, ensuring that multi-year projects and spending priorities are effectively maintained throughout the fiscal year budget allocation and auditing processes. You will provide budgetary guidance to managers, helping them prioritize purchasing and discretionary expenses based on ledger balances and the established fiscal year spending rates and objectives.

You will maintain the District's budget by keeping distinct ledgers for personnel and purchasing costs, while also informing managers about budgetary issues through the preparation of regular fiscal reports that detail expenditures and balances, comparing them to previous fiscal year spending trends, reviews, and audits. Additionally, you will prepare budget estimates and statistical reports for both District and Central Office managers, facilitating the assessment of operational priorities and ensuring timely closure of fiscal year spending cycles.

Your responsibilities will also include preparing, selecting, and submitting field-purchasing documents for materials or services, including bid forms, and overseeing the bid review process for local bid and award documents. You will manage merchandise orders by receiving, inspecting, and collecting receipts and shipping invoices. Furthermore, you will prepare, audit, and submit invoices with the correct payment coding, utilizing the advancement account, MasterCard Credit Card, or payments processed by the central office, as well as preparing checks for advancement account payments.

You will oversee the MasterCard credit card purchasing system, which includes maintaining a filing system for charges and payments, managing card destination files issued within the district, updating authorized signatures, preparing and submitting requested purchase reports, and supervising card usage within the district office. Monthly, you will audit and sign MasterCard statements to ensure accuracy, while also maintaining and securing current purchasing contract schedules. Participation in all training updates regarding purchasing procedures is essential, as is the analysis of district workflows and procedures to promote efficient operations, which will involve discussing changes in office practices with the Forest District Manager and updating staff on administrative procedures.

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 8:00 AM to 4:00 PM, Monday - Friday, with a 30-minute lunch.
• This position may require overtime and travel as needed.
• Headquarter location will permanently move to Porter Township in the winter months in 2025
• Telework: You may have the opportunity to work from home (telework) part-time on an ad-hoc basis upon successful completion of probationary period. 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 Swiftwater.
• 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.

QUALIFICATIONS

Minimum Experience and Training Requirements:

• Such training as may have been gained through graduation from a four year college or university; or
• Any equivalent combination of experience and training.

• 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.

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:

Telecommunications Relay Service (TRS):

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:
  • 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.