Administrative Assistant 1
2 weeks ago
Reference #: 4671294 THE POSITION Allegheny County Department of Human Services, Area Agency on Aging is seeking hard-working, forward-thinking applicants who are dedicated to helping assist Allegheny County residents, 60 years of age and older, to live safe, healthy and (when possible) independent lives. DESCRIPTION OF WORK The Administrative Assistant 1, Department of Human Services (DHS)/Area Agency on Aging (AAA), under the general supervision of the Division Chief, Department of Human Services (DHS)/Area Agency on Aging, Safety and Support Division, provides administrative support for the Division Chief and Safety and Support Division staff. The incumbent is responsible for researching and analyzing all administrative operations, processes, and procedures within the realm of the Safety and Support Division/Protective Services and adhering to those practices, as well as disseminating them to those in the Protective Services Unit when necessary. Makes recommendations to the division chief for any changes to processes, etc., as necessary. Incumbent meets and greets the public regarding meetings and appointments and the dissemination of program information as instructed; serves as the Division liaison between Aging and the other DHS Departments of Human Resources and DHS Purchasing and Facilities Management and other state and local government agencies as needed. Provides clerical support and assistance to protective services aging care managers. Assists the Protective Services Investigators/Aging Care Manager 3's in the completion of collateral, confidential, health concern calls regarding consumers of Protective Services, as necessary. Prints and files faxed documents for Protective Services Investigation Care Managers. Confirms receipt of Reports of Need received from the Pennsylvania Department of Aging. Completes needed documentation to assign investigations to Protective Services investigators in SAMS/WellSky. Prepares and updates letters, agendas, mailings, calendars, forms, and documents as requested. Completes invoicing and service delivery creation in SAMS/WellSky for Protective Services tasks. Serves as the Division liaison with DHS/Offices and communicates personnel changes, including new hires within the Safety and Support Division. Keeps updated emergency contact information and updated cell phone lists for all staff. Coordinates the ordering of supplies for the division monthly. Completes the faxed and emailed Protective Services Reports of Need. Processes DHS/AAA and DHS-related forms, such as travel request/reimbursement forms, refreshments, etc. Provides backup coverage for the DHS/AAA receptionist desk, as requested. Maintains inventory and organization of Division-related supplies and equipment stored in the Foster Room. Assists with room setup for meetings and agency trainings. Work Schedule and Additional Information: Full-time employment Work hours are 8:30 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch. 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: 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. Hiring preference for this vacancy may be given to candidates who live within Allegheny County. If no eligible candidates who live within Allegheny County apply for this position, candidates who reside in other counties may be considered. You must be able to perform essential job functions. How to Apply: Resumes, cover letters, and similar documents will not be reviewed, and the information contained the ein 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. 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.employment.pa.gov/Additional%20Info/Pages/default.aspx and click the Veterans' Preference tab or contact us at ra-cs-vetpreference@pa.gov. 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. 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. 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.
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