Administrative Assistant 2

Do you value integrity in our state's medical professionals and have the skills and experience to a excel at wide variety of staff assignments that may have a significant effect upon department processes? Apply for this Administrative Assistant 2 position with the Bureau of Professional and Occupational Affairs. In this role, you will provide administrative support to the Division of the State Boards of Medicine, Osteopathic Medicine and Podiatry in determining the eligibility of candidates for licensure, overseeing clerical staff workload and training, and collaborating on the completion of special projects. Take the next step in your administrative career with our team and make a lasting difference in the efficiency and effectiveness of procedures that protect public health and safety through professional licensing.

In this Administrative Assistant 2 position, you will provide a high level of administrative support, participate in the supervision of clerical staff, and assist with Board Administrator duties as needed. Your responsibilities will involve coordinating and monitoring on-going daily workload requirements and, in conjunction with the Clerical Supervisor, establishing priorities accordingly. This includes overseeing and participating in work performed by clerical staff assigned to process applications for the physician professions, as well as assisting with the work of staff reporting. You may also assist with the hiring process of clerical staff, including participation on interview panels, candidate selections, and new hire onboarding.

In the review of applications, our team will rely on your expertise and judgment to refer exceptional cases to Board Administrator or legal staff as required, maintain status records of these exceptional cases, and determine eligibility of selected applications. This includes providing information to the legal office concerning violations and complaints, as well as responding orally and in writing to information requests from the public, applicants, licensees, and support work units.

You will also provide support to overall Bureau functions by assisting with Board Administrator duties, as needed, and performing duties for special projects involving unit activities. In collaboration with the Board Administrators you will help develop, maintain, and publish a manual of board laws, rules, regulations, policies, and procedures. You will also collaborate with executive and other administrative staff to develop and oversee all staff training; develop form letters and application forms; and review proposed rules and regulations to determine their impact on the application review processes and staff operations.

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 8:30 AM to 4:00 PM, Monday - Friday, with a 60-minute lunch. Work schedule is negotiable.
• Telework: You may have the opportunity to work from home (telework) par-time, up to 50%, upon successful completion of the probationary period. 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.

QUALIFICATIONS

Minimum Experience and Training Requirements:

• One year of experience as a staff assistant to an administrative officer or as a technician in a staff service of a large organization; and 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.

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

How to Apply:

• Resumes, cover letters, and similar documents will not be reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position. Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).
• If you are claiming education in your answers to the supplemental application questions, you must attach a copy of your college transcripts for your claim to be accepted toward meeting the minimum requirements. Unofficial transcripts are acceptable.
• Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.
• Failure to comply with the above application requirements may eliminate you from consideration for this position.
• All application materials and interview responses must reflect the applicant's own experience, qualifications, and work. Applicants may use generative AI tools for preparation purposes only. Use of AI to misrepresent or falsify information, or to assist during interviews, is not permitted. Review the Guidance for Generative AI Tools & Job Seekers for additional information.

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.