Clerical Assistant 3

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

Benefits offered by this job

Telework option

Job summary

Commonwealth of Pennsylvania in Harrisburg seeks a detail-oriented Clerical Assistant 3 to support the Division of Federal Programs and K-12 grant initiatives. You will review, organize, and track grant applications, assist with approval workflows, and maintain records.

This full-time role runs 8:00 AM to 4:30 PM with a 60-minute lunch. Telework may be available part-time; occasional in-office presence required per program needs. Starting salary $41,506 per year.

Qualifications

• One year as Clerical Assistant 2 or one year of moderately complex clerical experience.
• An equivalent combination of experience and training.
• Must meet PA residency requirements.

Responsibilities

• Review and track federal grant submissions from LEAs and assist with approval workflow.
• Maintain files, scan and upload documents, and organize records for federal program activities.
• Generate letters, track corrective action timelines, and assist staff during oversight processes.
• Prepare packets, track grant agreements, respond to inquiries, and support regional coordinators.
• Respond to written and telephone inquiries, prepare memos, and proofread documents for accuracy.
• Calculate and review overtime, update schedules, and maintain payroll records for wage employees.

Skills

Clerical experience

Job description

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.

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.

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.

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.