Administrative Assistant 1

Commonwealth of Pennsylvania; Pennsylvania; Hybrid; USD 42,000 - 54,000; Full time

Job summary

Commonwealth of Pennsylvania is seeking an Administrative Assistant 1 to support birth records operations in the Department of Health. You will review amendments, guide staff and the public, and ensure accuracy and compliance while upholding safeguards. The role strengthens vital record operations across the Commonwealth.

Position is limited-term, full-time with benefits. Work hours are 8:00 AM to 4:30 PM, Monday to Friday, with a 60-minute lunch.

Qualifications

• Must have a four-year college degree or equivalent experience.
• Ability to analyze documentation and resolve issues.
• Excellent communication and customer service skills.

Responsibilities

• Record Analysis: Review amendment requests and compare information for accuracy, compliance, and signs of fraud.
• Consumer Guidance: Provide explanations and direction to consumers and staff regarding allowable changes and required documentation.
• Quality Assurance: Identify trends, assess risk areas, and prepare findings or recommendations to improve procedures.
• Case Processing: Approve or reject amendment requests and enter corrected information into the vital statistics system.
• Interagency Communication: Coordinate with hospitals, courts, and other partners to verify documents and resolve discrepancies.
• Training Support: Assist with training activities for staff by sharing expertise and clarifying procedures.

Skills

Attention to detail

Analytical thinking

Communication skills

Education

Bachelor's degree

Job description

THE POSITION

Do you want a position where your careful review and problem- solving skills support accurate and secure birth records as an Administrative Assistant 1 with the Department of Health? This role offers the chance to apply your judgment, assist staff and the public, and uphold important safeguards. You will help analyze documentation, guide others through complex processes, and support quality service. Step into a role where your work strengthens vital record operations across the Commonwealth.

THE POSITION

Do you want a position where your careful review and problem- solving skills support accurate and secure birth records as an Administrative Assistant 1 with the Department of Health? This role offers the chance to apply your judgment, assist staff and the public, and uphold important safeguards. You will help analyze documentation, guide others through complex processes, and support quality service. Step into a role where your work strengthens vital record operations across the Commonwealth.

DESCRIPTION OF WORK

This position supports the statewide management of birth record amendments by reviewing requests, resolving complex issues, and ensuring accuracy and compliance with laws and policies. The role requires strong attention to detail, sound judgment, and careful communication when working with staff, partners, and consumers.

• Record Analysis: Review amendment requests and compare information for accuracy, compliance, and signs of fraud
• Consumer Guidance: Provide explanations and direction to consumers and staff regarding allowable changes and required documentation
• Quality Assurance: Identify trends, assess risk areas, and prepare findings or recommendations to improve procedures
• Case Processing: Approve or reject amendment requests and enter corrected information into the vital statistics system
• Interagency Communication: Coordinate with hospitals, courts, and other partners to verify documents and resolve discrepancies
• Training Support: Assist with training activities for staff by sharing expertise and clarifying procedures

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

Work Schedule and Additional Information:

• Limited-term, full-time wage position with benefits. The duration of employment is approximately six months, with the possibility of an additional six-month extension.
• Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch. You will complete a minimum of two weeks of mandatory on-site training.
• Telework: You may have the opportunity to work from home (telework) part-time, up to 3 days per week. However, you may be required to work onsite as needed to support operational and training requirements. 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 Harrisburg. The ability to telework is subject to change at any time. Additional details may be provided during the interview.
• Hourly Rate:In some cases, the starting hourly rate 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

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY

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.

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 Guidelines.
• You must be able to perform essential job functions.

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.pa.gov/agencies/employment/how-to-apply.html and click on Veterans.

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.