Administrative Assistant 1

Commonwealth of Pennsylvania; Pennsylvania; Hybrid; USD 38,000 - 52,000; Full time

Job summary

Commonwealth of Pennsylvania seeks an Administrative Assistant 1 for the Bureau of Special Education to improve procedures, support staff, and ensure clear communication across divisions. The role focuses on clerical coordination, records management, and customer support, helping teams stay organized while serving students and families.

Responsibilities include meeting support, travel coordination, and process improvement.

Qualifications

• Requires a four-year college or university degree or an equivalent combination of experience and training.
• Ability to organize clerical processes and manage records across divisions.
• Strong communication, coordination, and administrative skills.

Responsibilities

• Clerical Coordination: Guide clerical workflows, organize procedures, and assist staff across Bureau divisions
• Record Management: Maintain shared drive systems, organize documents, and review materials for ADA compliance
• Customer Support: Manage electronic inquiries, route requests, and monitor timely responses
• Meeting Support: Prepare agendas, take notes, summarize discussions, and track action items
• Travel Oversight: Coordinate travel arrangements, communicate procedure updates, and serve as the Bureau contact for travel needs
• Process Improvement: Evaluate workflows, identify improvements, and help standardize operating procedures

Skills

Clerical coordination

Record management

Customer support

Meeting support

Travel coordination

Process improvement

Education

Bachelor's degree or equivalent training/experience

Job description

THE POSITION

As an Administrative Assistant 1 with the Bureau of Special Education, you will help create a well organized and efficient workplace. This position plays an important role in keeping information flowing and procedures clear for staff in all divisions. Your work will help teams stay coordinated and prepared while serving students and families in the Commonwealth. Every day offers a chance to help improve the Bureau's operations and support its mission.

DESCRIPTION OF WORK

This position supports the Bureau of Special Education by organizing clerical processes, managing records, and helping staff across all divisions. The role focuses on improving procedures, supporting communication, and ensuring important administrative tasks are completed accurately. As an Administrative Assistant 1, you will perform the following duties:

• Clerical Coordination: Guide clerical workflows, organize procedures, and assist staff across Bureau divisions
• Record Management: Maintain shared drive systems, organize documents, and review materials for ADA compliance
• Customer Support: Manage electronic inquiries, route requests, and monitor timely responses
• Meeting Support: Prepare agendas, take notes, summarize discussions, and track action items
• Travel Oversight: Coordinate travel arrangements, communicate procedure updates, and serve as the Bureau contact for travel needs
• Process Improvement: Evaluate workflows, identify improvements, and help standardize operating 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 4:30 PM, Monday - Friday, with a 60-minute lunch.
• Telework: You may have the opportunity to work from home (telework) part-time. You will be required to report in-office 1 day per week (Tuesday). 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.
• 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

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.