Executive Secretary 1

State of Pennsylvania
Harrisburg, Pennsylvania
Full Time

Email Address

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THE POSITION

The Executive Secretary 1 position with the Department of Human Services is not your typical administrative professional role. You will support a Deputy Secretary and work at the center of high-level decision-making in state government by partnering with executive leadership, managing complex priorities, and keeping a fast-paced office running seamlessly. This role goes well beyond traditional administrative tasks and is well suited for someone who enjoys anticipating needs, taking initiative, and making meaningful contributions.

DESCRIPTION OF WORK

This position supports the Deputy Secretary by managing schedules, preparing materials, coordinating communication, and assisting with daily office operations. The role requires strong organization, careful judgment, and the ability to handle sensitive, confidential information with professionalism and discretion. As an Executive Secretary 1, you will perform the following duties:

Calendar Management: Schedule meetings, confirm appointments, coordinate conference rooms, and handle teleconference arrangements
Travel Coordination: Arrange travel plans, prepare itineraries, and process related expense reports
Briefing Preparation: Organize and compile materials the Deputy Secretary needs for meetings
Information Handling: Receive visitors, answer calls, and share important updates with supervisors and staff
Correspondence Tracking: Assign, monitor, and follow up on documents and responses submitted to the office
Office Organization: Maintain filing systems, manage supplies, and support general office procedures

Interested in learning more? Additional details regarding this position can be found in the position description.

Work Schedule and Additional Information:

Full-time employment, 37.5 hours per week
Work hours are 8:30 AM to 4:30 PM, Monday - Friday, with a 30-minute lunch.
Telework: You may have the opportunity to work from home (telework) part-time. You will be required to report to the Harrisburg office listed in this posting two days per week. 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, PA. 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.

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY

QUALIFICATIONS

Minimum Experience and Training Requirements:

Three years of progressively responsible experience in secretarial work. Appropriate formal post high school secretarial training may be substituted for the required experience on a year-for-year basis; 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.

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.

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.

Learn more about our Total Rewards by watching this short video!

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.

How many years of full-time complex secretarial work experience requiring performance of a variety of complex clerical tasks do you possess?

3 years or more
2 but less than 3 years
1 but less than 2 years
Less than 1 year
None

If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experience must also be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

Have you completed formal post-high school secretarial training?

If you answered yes to the above question, please provide the name of the training source in the box below. You must attach a copy of your training transcript prior to submission. If you answered no, type N/A.

How much college level coursework have you completed? If you are claiming credits/degree, you must upload a copy of your college transcript(s) for this education to be considered in the eligibility decision. Unofficial transcripts are acceptable. You must attach your transcript(s) prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a transcript(s) to the application after it has been submitted.

If your education was acquired outside of the United States, you must upload a copy of your foreign credential evaluation report. We can only accept foreign credential evaluations from organizations that are members of the National Association of Credential Services (NACES). A list of current NACES members can be found by visiting www.naces.org and clicking the Evaluation Services Link.

You must attach your documentation prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a document to the application after it has been submitted.

90 credits or more
60 but less than 90 credits
30 but less than 60 credits
Less than 30 credits
None

CS-INSTRUCTIONS You must complete the supplemental questions below. These supplemental questions are the exam and will be scored. They are designed to give you the opportunity to relate your experience and training background to the major activities (Work Behaviors) performed in this position. Failure to provide complete and accurate information may delay the processing of your application or result in a lower-than-deserved score or disqualification. You must complete the application and answer the supplemental questions. Resumes, cover letters, and similar documents will not be reviewed for the purposes of determining your eligibility for the position or to determine your score.

All information you provide on your application and supplemental questions is subject to verification. Any misrepresentation, falsification or omission of material facts is subject to penalty. If requested, you must provide documentation, including names, addresses, and telephone numbers of individuals who can verify the validity of the information you provide in the application and supplemental questions.

Read each question carefully. Determine and select which "Level of Performance" most closely represents your highest level of experience/training. List the employer(s)/training source(s) from your Work or Education sections of the application where you gained this experience/training. The "Level of Performance" you choose must be clearly supported within the description of the experience and training information entered in your application or your score may be lowered. In order to receive credit for experience, you must have worked in a job for at least six months in which the experience claimed was a major function.

If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.

If you have general questions regarding the application and hiring process, please refer to our FAQ page.

WORK BEHAVIOR 1 - REVIEWING AND ASSIGNING CORRESPONDENCE

Process all e-mails received for response by reading, sorting, and independently researching who or what area the response should be assigned to, and tracking the progress until the response is completed. Reviews and assigns all mail received in the Deputy's office for response, appropriate action, or general information; and maintains control over incoming and outgoing correspondence.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

A. I have experience reviewing and assigning mail and e-mail for response, maintaining control over incoming and outgoing correspondence, and tracking progress until the response is complete.
B. I have experience reviewing and assigning mail and e-mail for response. I DO NOT have experience maintaining control over incoming and outgoing correspondence or tracking progress until the response is complete.
C. I have successfully completed college-level coursework or training related to record keeping, workflow, or delegation.
D. I have NO experience or training related to this work behavior.

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

The name of the employer(s) where you gained this experience
Your experience in reviewing and assigning mail or email
The actual duties you performed in maintaining control over correspondence and tracking progress until the response is complete

If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.

College/University
Course Title
Credits/Clock Hours

WORK BEHAVIOR 2 - WRITE AND PREPARE CORRESPONDENCE

Write and prepare standard replies on communications which require a response. Reviews all correspondence and memos prepared for the signature of the Deputy for grammatical accuracy, format, style, and content; and makes recommendations on editing content when necessary. Uses electronic and paper filing systems to organize and maintain correspondence.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

A. I have experience writing and preparing standard replies on communications which require a response; reviewing correspondence or memos for accurate grammar, format, content and making recommendations on content; and using electronic and paper filing systems to organize and maintain correspondence.
B. I have experience writing and preparing standard replies on communications which require a response; reviewing correspondence or memos for accurate grammar and format; and using electronic and paper filing systems to organize and maintain correspondence. I DO NOT have experience making content recommendations on communications- written by someone else.
C. I have successfully completed college-level coursework related to technical writing or report writing.
D. I have NO experience or training related to this work behavior.

The name(s) of the employer(s) where you gained this experience
The actual duties you performed, including making recommendations on content and the types of recommendations you made
Your level of responsibility

College/University
Course Title
Credits/Clock Hours

WORK BEHAVIOR 3 - MANAGE MEETINGS AND MATERIALS

Manages meeting materials and schedules for the Deputy by reserving conference rooms and collecting and organizing materials required for meetings and appointments. Maintain meeting folders to ensure the Deputy has all appropriate background material and necessary meeting information. Schedules all meetings through Outlook, notifies/invites staff to meetings, tracks attendance in Outlook, provides briefing materials such as agendas and pertinent documents, and makes adjustments to the calendar or reschedules meetings to ensure the Deputy attends essential meetings.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

A. I have experience reserving conference rooms, collecting and organizing required materials for meetings, scheduling/rescheduling meetings through Outlook ensuring required participants are available; tracking attendance, and providing briefing materials.
B. I have experience reserving conference rooms, collecting and organizing required materials for meetings, and scheduling meetings using an automated scheduling calendar. Someone else was responsible for tracking attendance and providing briefing materials.
C. I have successfully completed college-level coursework or training related to organization management, effective planning, or office management.
D. I have NO experience or training related to this work behavior.

The name(s) of the employer(s) where you gained this experience
Your experience managing calendars and for how many staff you performed this function
The system(s) you used to schedule meetings and track attendance

College/University
Course Title
Credits/Clock Hours

WORK BEHAVIOR 4 - TRAVEL ARRANGEMENTS AND REIMBURSEMENTS

Manages all travel arrangements including reserving rental cars, booking hotel reservations and scheduling flights. Completes appropriate documentation for reimbursement of travel related expenses including tolls, gas, rental car usage and meals.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

A. I have experience managing all travel arrangements including reserving rental cars, booking hotel reservations, and scheduling flights. I completed appropriate documentation for reimbursement of travel related expenses including tolls, gas, rental car usage, and meals.
B. I have experience completing appropriate documentation for reimbursement of travel related expenses including tolls, gas, rental car usage, and meals. I DO NOT have experience managing travel arrangements including reserving rental cars, booking hotel reservations, and scheduling flights.
C. I have successfully completed college-level coursework or training related to administrative office procedures or planning events and travel.
D. I have NO experience or training related to this work behavior.

The name(s) of the employer(s) where you gained this experience
The actual duties you performed related to scheduling travel and related arrangements
Your level of responsibility

College/University
Course Title
Credits/Clock Hours

WORK BEHAVIOR 5 - CUSTOMER SERVICE

Interacts with the public, coworkers, or other personnel to gather information, act as a liaison between staff, and explain rules, regulations, and policies. Provides appropriate responses to inquiries and refers individuals to the appropriate area for assistance as necessary.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

A. I have experience receiving customer inquiries. I was responsible for answering questions and resolving issues or complaints.
B. I have experience receiving customer inquiries. I was responsible for answering questions but referred issues or complaints to someone else for resolution.
C. I have successfully completed college-level coursework related to communications, public speaking, public relations, conflict resolution, or interviewing.
D. I have NO experience or coursework related to this work behavior.

The name(s) of the employer(s) where you gained this experience
The actual duties you performed related to customer service
Your level of responsibility

College/University
Course Title
Credits/Clock Hours

WORK BEHAVIOR 6 - REVIEWING AND MAINTAINING DOCUMENTS

Reviews and maintains documents and manuals. Updates all materials when policies and procedures are created or updated and distributes the updates to staff as changes occur. Evaluates desk manual submissions to ensure clarity and ease of understanding.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

A. I have experience reviewing and maintaining documents and manuals. I was responsible for evaluating recommended changes for accuracy and clarity and making those changes as needed.
B. I have experience maintaining documents and manuals. I was responsible for making changes based on recommendations which were evaluated for accuracy and clarity by someone else.
C. I have successfully completed college-level coursework related to documents management, records retention, record keeping, information confidentiality, or records management.
D. I have NO experience or coursework related to this work behavior.