Executive Administrative Assistant I na Pennsylvania Office of Attorney General, PA

About the Department

Section:                Charitable Trusts & Organizations Section/Public Protection Division

Class:                    Executive Administrative Assistant I

Location:               Harrisburg

Telework:              This position will report to the headquartered location a minimum of 2 days per week.  You may have the opportunity to telework the remainder of the week, if desired and based on business need. 

Position Type:       Full-time, Non-civil service, Non-union

Work Hours:          8:30 – 5:00

Salary Range:       Starting salary of $50,328

Basic Function

This position entails highly responsible staff work as the assistant to the Chief Deputy Attorney General (Section Chief) of the Charitable Trusts & Organizations Section.  The Charitable Trusts & Organizations Section provides oversight of charitable trusts and estates, nonprofit organizations, and the solicitation of charitable donations from Pennsylvania consumers.

An employee in this position is responsible for a variety of assignments involving the coordination and control of activities within the section.  The employee relieves the Section Chief of a number and variety of details relative to the control of the work agenda, the gathering of informational summaries and materials for meetings, the processing of correspondence, the preparation of travel itineraries and related travel invoices and documents, and the supervision of support staff within the section.  The employee controls the flow of correspondence for the Section Chief’s signature that requires a timely response.  Work involves contact with officials of both the public and private sectors who have transactions with the section.  Work is performed independently under the direction of the Section Chief and is reviewed for accuracy, timeliness, and compliance with policy and procedures.

Position Duties

• Coordinates clerical activities within the section to ensure expeditious work flow and operational effectiveness
• Supervises, evaluates performance, recommends favorable or adverse personnel actions, and approves or disapproves leave of support staff employees
• Electronically files documents
• Prepares administrative documents such as the section’s policy and procedures manual
• Screens visitors and phone calls, apprises the Section Chief of all relevant section activity in regard to visitors and callers, and answers inquiries or refers them to the appropriate person
• Sorts mail delivered to the section and routes it to the appropriate staff member, maintains control over incoming and outgoing correspondence, and prepares standard replies on subjects relating to the status or pertinent dates for work commitments
• Prepares and reviews correspondence prepared for the Section Chief‘s signature to ensure proper grammar, format, completeness, and timeliness
• Prepares and signs the Section Chief’s name to form letters, interoffice forms, requisitions, and similar documents
• Collects and organizes data and prepares reports for meetings and year end statistics
• Arranges and schedules appointments, makes travel arrangements, and processes travel reimbursements
• Prepares standard informational transmittals and letters of referral to the general public in order to provide prompt replies to requests for information and clarify misunderstandings about section procedures
• Maintains contacts with both public and private sector executives, professionals, and other officials as instructed
• Maintains a filing system for the section
• Performs related work as required

Minimum Qualifications

• A Bachelor’s degree from an accredited institution and one year of progressively responsible experience in administrative/staff work OR
• Graduation from high school and five years of progressively responsible experience in administrative/staff work.  Appropriate formal post high school education may be substituted for the required experience on a year-for-year basis OR
• Any equivalent combination of experience, training, and education