Front Desk Receptionist (Clerical Assistant 2)

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Front Desk Receptionist (Clerical Assistant 2)

Salary

$34,621.00 - $50,915.00 Annually

Location

Dauphin County, PA

Job Type

Civil Service Permanent Full-Time

Job Number

CS-2024-82301-00102

Department

Department of Education

Division

ED Bur of Mgmt Srvs

Opening Date

05/02/2024

Closing Date

5/16/2024 11:59 PM Eastern

Job Code

00102

Position Number

50694732

Union

AFSCME

Bargaining Unit

A1

Pay Group

ST03

Bureau / Division Code

00166100

Bureau / Division

ED Bureau of Management Services

Worksite Address

607 South Drive

City

Harrisburg, Pennsylvania

Zip Code

17120

Contact Name

Beth Runkle

Contact Phone

717.772.4557

Contact Email

brunkle@pa.gov

• Description

• Benefits

• Questions

THE POSITION

Are you experienced with being the initial point of contact as a greeter? The Department of Education is currently seeking a Front Desk Receptionist to welcome visitors at the Forum Building. As a valued member of the team, your responsibilities will include providing directions within the building, coordinating with employees for visitor arrangements, managing deliveries, maintaining visitor logs and issuing temporary parking passes. Additionally, you will provide general office support to ensure smooth operations. If this sounds like a role you will excel in, we encourage you to apply today!

DESCRIPTION OF WORK

You will be tasked with welcoming and aiding visitors and staff members of the Commonwealth in a courteous and professional manner. This includes managing a SharePoint calendar to align visitor arrivals with scheduled meetings, overseeing a visitor sign-in sheet, and distributing visitor tags. Furthermore, responsibilities will extend to coordinating deliveries received at the front desk, acting as the central point for internal supply orders, and monitoring maintenance requirements for the automotive fleet in collaboration with the automotive officer. The role also involves verifying fleet request forms, obtaining necessary approvals, documenting travel details, processing purchase orders and invoices, issuing temporary parking permits, and updating the parking spreadsheet jointly with the parking officer. Additionally, the individual will cover incoming calls in the mailroom during staff absences, support resource accounts, receive daily mail from the Commonwealth Mailroom Processing Center (CMPC) when mailroom personnel are absent, and participate in the Evacuation and Safety team for the 1st Floor of the Forum Building.

Interested in learning more? Additional details regarding this position can be found in the position description (https://careers.employment.pa.gov/pd/PD_NEOGOV.asp?p=50694732) .

Work Schedule and Additional Information:

• Full-time employment

• Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with 60-minute lunch.

• 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:

• Six months as a Clerical Assistant 1 (commonwealth title); or

• Graduation from high school; or

• An equivalent combination of experience and training.

  Other Requirements:

• You must meet the PA residency requirement (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) . For more information on ways to meet PA residency requirements, follow the link (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) and click on Residency.

• You must be able to perform essential job functions.

  How to Apply:

• Resumes, cover letters, and similar documents willnotbe 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.

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/testoncefor this posting.

• Your results will be provided via email.

Learn more about our Total Rewards by watching this shortvideo (https://www.youtube.com/embed/HtcSRnndflc?rel=0) !

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 visitwww.employment.pa.gov and click on the benefits box.

*Eligibility rules apply.

01

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. Youmustcomplete the applicationandanswer the supplemental questions. Resumes, cover letters, and similar documents willnotbe 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 ourFAQ page (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) .

• Yes

  02

  WORK BEHAVIOR 1

Creates, sorts, files, and retrieves physical and electronic documents and folders.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

• A. I have experience creating, sorting, filing, and retrieving documents. I created documents, and I sorted, and filed them using a specific system to keep them organized. I retrieved documents/files as needed.

• B. I have experience sorting, filing, and retrieving documents, but someone else created the documents. I sorted documents and filed them using a specific system to keep them organized. I retrieved documents/files as needed.

• C. I have experience sorting documents and filing them using a specific system to keep them organized; OR I have experience retrieving documents/files.

• D. I have NO experience related to this work behavior.

  03

  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.

• The type(s) of documents you created.

• The type(s) of filing systems utilized (alphabetic, numeric, geographic, subject, chronological, color coding, etc.)

• The actual duties you performed.

• Your level of responsibility.

  04

  WORK BEHAVIOR 2 - DATA ENTRY

Enters information into computer. Ensures the information included is accurate.

Levels of Performance

Select the Level of Performance that best describes your claim.

• A. I have experience entering information into computer. I was responsible for ensuring accuracy of the information submitted.

• B. I have experience entering information into computer but someone else ensured the accuracy of the information.

• C. I have successfully completed college-level coursework or training related to data entry.

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

  05

  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.

• The actual duties you performed related to data entry.

• The type(s) of data you entered.

• Your level of responsibility.

  06

  If you have selected the level of performance pertaining to college coursework or training, 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/Training Source

• Course Title

• Credits/Clock Hours

  07

  WORK BEHAVIOR 3 - WRITTEN COMMUNICATION

Writes correspondence such as emails, orders, meeting invites, reports, memorandums, decisions, inquiries, agendas, or other methods of disseminating information. Ensures all information is accurate and complete in accordance with policies, standards, and legal requirements using word processing software such as Microsoft Word, Outlook, Excel, and Microsoft Teams.

Levels of Performance

Select the Level of Performance that best describes your claim.

• A. I have experience writing documents or correspondence. I was responsible for the final content.

• B. I have experience drafting documents or correspondence but was not responsible for the final content.

• 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.

  08

  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.

• The type(s) of documents/correspondence you wrote.

• Your level of responsibility.

  09

  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

  10

  WORK BEHAVIOR 4 - CUSTOMER SERVICE

Greets visitors and answers telephone inquiries to provide assistance or information regarding inquiries. Forwards complicated inquiries to other staff for follow-up.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

• A. I have experience greeting visitors and answering phone calls from external contacts to provide information or assistance on inquiries.

• B. I have experience greeting visitors and answering phone calls from other internal staff members or occasionally from external contacts; however, answering phone calls from external contacts was not a routine function of my job.

• C. I have NO experience related to this work behavior.

  11

  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.

• How often you answered calls and from whom.

• The actual duties you performed.

• Your level of responsibility.

  12

  WORK BEHAVIOR 5 - OFFICE EQUIPMENT

Operates office equipment and relevant software packages to perform job duties.

Instructions

From the list below, please select all the office equipment and software you have experience in operating.

• Computer

• Scanner

• Printer

• Spreadsheet software (Microsoft Excel, Google Sheets, etc.)

• Collaboration Tools (Microsoft Teams, Zoom, Google Meet, Skype, Slack, etc.)

• PDF Editors (Adobe Acrobat Pro, Foxit PDF Editor, etc.)

• None of the above

  13

  In the text box below, please list the name(s) of the employer(s) where you gained the experience you claim with office equipment. If you indicated you have no work experience operating any of the equipment/software, type N/A in the box below.

  Required Question

Agency

Commonwealth of Pennsylvania

Address

613 North Street

Harrisburg, Pennsylvania, 17120

Website

http://www.employment.pa.gov