Clerical Assistant 2 - SCI Phoenix

Commonwealth of Pennsylvania; Pennsylvania; On-site; USD 33,000 - 41,000; Full time

Job summary

Commonwealth of Pennsylvania, through the Department of Corrections’ State Correctional Institution Phoenix, is seeking a Clerical Assistant 2 to support daily office operations and public safety. You will handle calls, mail, scheduling, and records, while keeping a busy office organized and efficient.

The role offers in-person work with structured hours. Responsibilities include phone and mail support, document preparation, scheduling tasks, records management, and general office coordination.

Qualifications

• Six months as a Clerical Assistant 1 or equivalent experience.
• High school graduation or equivalent.
• Equivalent combination of experience and training.

Responsibilities

• Handle phone and mail tasks, direct calls, record messages and manage the switchboard.
• Type, check for accuracy, correct errors and distribute documents on time.
• Coordinate appointments, meetings and videoconferences; prepare minutes as needed.
• Maintain filing systems, update databases and generate reports and queries.
• Enter data, track supplies, and support smooth office workflow.
• Photocopying, scanning, faxing, organizing emails and keeping work areas neat.

Skills

Keyboarding skills

Microsoft Office

Office equipment handling

Clerical experience

Electronic communication tools

Data entry/records management

Scheduling/ calendar management

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Teams/Zoom for video conferencing

Job description

As a Clerical Assistant 2 with the Department of Corrections, State Correctional Institution (SCI) at Phoenix, you can take pride in work that supports public safety and dependable operations. This position is ideal for someone who enjoys staying organized and working with both people and information. Every day brings variety as you handle calls, mail, scheduling, and records. This role offers a positive place to build your office experience and support a dedicated team.

This position supports daily office operations that help SCI Phoenix stay organized and efficient. It involves steady clerical work that keeps information flowing and tasks on track.

As a Clerical Assistant 2, you will perform the following duties:

• Phone and Mail Support: Answer phones, direct calls, record messages, manage institutional switchboard, and handle both incoming and outgoing mail
• Document Preparation: Type documents, check them for accuracy, correct errors, and ensure timely submission and distribution
• Scheduling Tasks: Coordinate appointments, meetings, videoconferences, and prepare meeting minutes when needed
• Records Management: Maintain filing systems, complete archiving, and update databases, reports, spreadsheets, and queries
• Office Coordination: Compile activity records, enter data, track supplies, and support smooth office workflow
• General Assistance: Complete photocopying, scanning, faxing, email organization, and keep office areas neat

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

Work Schedule and Additional Information

• Full-time employment, 37.5 hours per week.
• Work hours are 8:00am to 4:00pm, Monday-Friday, with a 30-minute lunch.
• Telework: You will not have the option to telework in this position.
• Salary: Selected candidates who are new to employment within the Commonwealth of Pennsylvania will begin employment at the starting annual salary of $36,831 (before taxes).
• 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:

• Six months as a Clerical Assistant 1 (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration); or
• Graduation from high school: or
• An equivalent combination of experience and training.

Special Requirements (NSRs)

• Must possess keyboarding skills to meet standards for speed and accuracy.

Additional Requirements

• Must have previous experience in efficiently using and navigating a personal computer.
• Must have two (2) years or more of experience with the Microsoft systems (Word/Excel/Outlook, etc.) and other software packages to create and maintain spreadsheets, calendars, documents, rosters, etc.
• Must have the ability to work with various office equipment such as: scanner, printer, fax machine, computer, tablet, telephone, personal communication devices, etc.
• Must have previous experience working in an office setting as a clerk and/or personal assistant
• Must have previous experience with electronic communication tools/skills, such as video conferencing, and creating meetings in Microsoft Teams or Zoom
• Successful completion of the training academy in Elizabethtown, PA.
• You must be able to perform essential job functions.

Legal Requirements

• You must pass a background investigation and meet Criminal Justice Information Services (CJIS) compliance requirements.

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.