Administrative Assistant 2 (Local Government) - Allegheny County C&Y

The Allegheny County Department of Human Services, specifically within the Children, Youth, and Families division, is on the lookout for diligent and innovative individuals who are committed to ensuring the safety, security, protection, and well-being of children throughout our county.

The Administrative Assistant 2, Department of Human Services (DHS), Office of Children, Youth and Families (OCYF), East Regional Office (ERO), under the general direction of the Regional Office Administrator, provides complex and confidential administrative, clerical and supervisory support for the smooth operation of the Regional Office.

I. Duties and Responsibilities
A. Oversees the building, equipment, and office supplies.

• Receives requests for needed repairs, supplies and maintenance.
• Requests, arranges and orders needed repairs, supplies and maintenance according to guidelines and procedures.
• Coordinates the activities involving repairs and deliveries.
• Inspects and approves repairs and deliveries of supplies.
• Makes recommendations for equipment, special furniture, supplies not routine or already approved.
• Resolves discrepancies and problems involving the building, repairs, renovations and supplies for the office.
• Ensures the safety and security of the building and staff with closing and opening procedures and schedules.
• Acts as the contact person for general emergencies when assigned or in the absence of the Regional Office Administrator.A.Coordinates office expansion activities. Serves as a liaison with other County Departments to have expansive activities completed.
• Revises floor plan diagrams to benchmark current/future staff locations.
• Coordinates all telephone and computer activities, office furniture and equipment associated with the move.

• Provides information and suggestions.
• Supports and implements goals, objectives, policies, procedures and programs.

• Oversees/distributes work assignments. Reviews completed assignments for accuracy and timeliness. Ensures the forwarding of completed assignments.
• Establishes priorities, performance standards, internal policies and procedures. Provides guidance when necessary.
• Coordinates and ensures the provision of clerical support to the casework staff by ensuring availability and scheduling of staff:
  • Coordinates time and attendance for staff. Verifies bi-weekly time sheets for
    accuracy and approval.
  • Approves time off requests regarding annual, personal, compensatory time.
  • Approves overtime for clerical staff.
  • Addresses problems regarding tardiness, absenteeism, etc. Recommends disciplinary action to the Regional Office Administrator, if necessary.

Work Schedule and Additional Information:

• Full-time employment
• Work hours are 8:30 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch.
• Telework: You will not have the option to telework in this position.
• 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:

• One year of experience as a staff assistant to an administrative officer or as a technician in a staff service of a large organization; and such training as may have been gained through graduation from a four year college or university; 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.
• Hiring preference for this vacancy may be given to candidates who live within Allegheny County. If no eligible candidates who live within Allegheny County apply for this position, candidates who reside in other counties may be considered.
• 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:

• 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:
  • 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.