Clerical Assistant 3

Commonwealth of PA; Harrisburg (Dauphin County); Hybrid; USD 37,000 - 46,000; Full time

Job summary

The Commonwealth of Pennsylvania is seeking a Clerical Assistant 3 to support the Division of Federal Programs in processing federal grant applications and managing related documentation. The role includes monitoring tasks, timekeeping, and assisting with schoolwide program coordination to ensure timely and accurate program delivery for Pennsylvania schools.

The position requires meticulous clerical work, strong written communication, careful record-keeping, and the ability to work with LEAs and

Qualifications

• One year as a Clerical Assistant 2 (Commonwealth job title or equivalent Federal Government job title).
• One year of moderately complex clerical experience.
• An equivalent combination of experience and training.

Responsibilities

• Grant Application Processing: Review and track federal grant submissions from LEAs, verify completeness and assist with approval workflow.
• Document Management: Maintain files, scan and upload documents, and organize records for federal program activities.
• Monitoring Support: Generate letters, track corrective action timelines, and assist staff during oversight processes.
• Schoolwide Program Assistance: Prepare packets, track grant agreements, respond to inquiries, and support regional coordinators.
• Communication Support: Respond to written and telephone inquiries, prepare memos, and proofread documents for accuracy.
• Timekeeping Tasks: Calculate and review overtime, update schedules, and maintain payroll records for wage employees.

Education

One year Clerical Assistant 2 or equivalent

One year moderately complex clerical experience

Equivalent combination of experience and training

Job description

THE POSITION

Do you thrive in a collaborative environment where meeting deadlines is essential? Are you skilled at reviewing, organizing, and tracking detailed documents such as grant applications? Join the team in the Division of Federal Programs to support K-12 grants for students in the state! The Clerical Assistant 3 position offers you an opportunity to play a key role in supporting important statewide programs ensuring federal education initiatives move forward smoothly. Your efforts will contribute to successful services for schools and students across Pennsylvania.

DESCRIPTION OF WORK

This role provides advanced clerical support for several program areas within the Division of Federal Programs. You will help ensure that federal grant applications, monitoring tasks, and timekeeping duties are completed accurately and on schedule. As a Clerical Assistant 3, you will perform the following duties:

• Grant Application Processing: Review and track federal grant submissions from LEAs, verify completeness, and assist with approval workflow


• Document Management: Maintain files, scan and upload documents, and organize records for federal program activities


• Monitoring Support: Generate letters, track corrective action timelines, and assist staff during oversight processes


• Schoolwide Program Assistance: Prepare packets, track grant agreements, respond to inquiries, and support regional coordinators


• Communication Support: Respond to written and telephone inquiries, prepare memos, and proofread documents for accuracy


• Timekeeping Tasks: Calculate and review overtime, update schedules, and maintain payroll records for wage employees

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 60-minute lunch.


• Telework: You may have the opportunity to work from home (telework) part-time. Must report to office a minimum of one day per week, Tuesdays in-office at Harrisburg. 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: Selected candidates who are new to employment with the Commonwealth of Pennsylvania will begin employment at the starting annual salary of $41,506.00 (before taxes).


• 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:

• One year as a Clerical Assistant 2 (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration); or


• One year of moderately complex clerical experience; or


• An 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.


• You must be able to perform essential job functions.

Commonwealth employees who wish to use their seniority rights must apply to the internal posting for their seniority rights to be considered.

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

• 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.

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See the total value of your benefits package by exploring our benefits calculator.

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 visit www.employment.pa.gov and click on the benefits box.

• Eligibility rules apply.