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This non-supervisory, staff position performs a wide variety of
administrative duties in support of the Executive Director and the
Commission.
Develops and implements procedures for orderly flow of materials to, from and
through the Executive Director's office.
Reviews the Commission's Policies and Procedures. Provides
recommendations for additional clarification or changes.
Maintains and updates the Commission's Policy Manual. Notifies bureau
administrators of new/revised Commission policies and procedures.
Assists in maintaining the Commission's Procedures Manual; update and
distribute copies as necessary. Keep a master copy of the Manual in the
Executive Director's office, as well as in InfoMAP.
Serves as Timekeeper for the Executive Director's office.
Serves as the InfoMAP Bureau Liaison (IBL). InfoMAP is the Commission's case
and document management system.
Maintains calendar of appointments, meetings, etc.; compiles any required
materials needed for perusal prior to scheduled appointment.
Maintains the Commission's Master Calendar. Prepares "This Week at
the PUC" weekly calendar of meetings/events and distributes
weekly.
Maintains records relating to assignments from the Executive Director;
ensures timely response to requests and follow-up as necessary.
Maintains tickler file with time sensitive matters for the Executive Director
to ensure timely adherence to deadlines and to maintain order to complex
schedule and work load.
Reviews Public Meeting agendas to identify matters of interest to the
Executive Director.
Screens calls and provide information or referral when required.
Makes travel arrangements and submits travel expenses for the Executive
Director.
Arranges meetings for internal working groups and maintains Commission files
on same. Notifies members of the interdepartmental meetings and
disseminates information to working groups.
Coordinates briefings/presentations as requested (i.e. utility pre-filing
briefings).
Reviews personnel action requests (e-PARs) and forwards to the Executive
Director for review and approval.
Provides personnel change information to Communications for publication in
the monthly PUC Newsline.
Tracks retirements of Commission employees; inquires with employee's
supervisor as to whether employee would like to be recognized at a public
meeting. Coordinates preparation of recognition ceremony comments and
provides to the Chairman.
Maintains and circulates Commissioners' staff "Areas of Expertise"
document and "Bureau Contacts-Key Staff and Areas of
Responsibility" document.
Bureau Directors Meetings: Sends monthly meeting announcement; prepares
agenda for Executive Director's review. Distributes agenda prior to meeting.
Attends meeting and advises the Executive Director of any items that require
follow up after meeting.
Bureau Directors Report: Requests monthly bureau reports from the bureau
directors; compiles and distributes report to the Commissioners and bureau
directors.
Coordinates attendance at various association conferences and utility site
visits (i.e. Energy Association conferences, NAWC Annual Meeting, PTA Annual
Meeting, MACRUC). Register attendees and advise of pertinent
information related to conference; prepare training approval forms and send
to Fiscal for payment of registrations.
Coordinates special events: receptions for incoming and outgoing
Commissioners and Directors. Contact caterer; order refreshments;
contact DGS for set up of tables and trash receptacles; provide assistance
during reception. Prepare necessary paperwork to process invoice for
payment.
Assists with the planning of the annual Employee Recognition events.
Oversees employees temporarily assigned to the Executive Director's office.
Reviews Travel/Training requests for accuracy and adherence to established
policies. Alerts the Executive Director of any derivation in policy
prior to approval.
Manages multiple Outlook resource accounts.
Knowledge of Microsoft Office 365 is required.
Provides support to the Office of Competitive Market Oversight
Director. This position reports directly to the Executive
Director.
Orders office supplies as needed.
Coordinates secretarial support staffing for Commissioners' offices, as
needed.
Other duties as required.
Essential Functions:
Ability to develop and implement procedures for orderly flow of materials to,
from and through the Executive Director's office.
Ability to perform timekeeper duties.
Ability to maintain calendar of appointments and compile required materials
needed.
Ability to maintain the Commission's Master Calendar and prepare and
distribute "This Week at the PUC" weekly calendar of
meetings/events.
Ability to maintain records relating to assignments from the Executive
Director.
Ability to maintain tickler file with time sensitive matters for the
Executive Director to ensure timely adherence to deadlines and to maintain
order to his/her complex schedule and work load.
Ability to screen calls and provide information or referral when needed.
Ability to make travel arrangements and submit travel expenses.
Ability to prepare and distribute the monthly Bureau Directors Report.
Ability to arrange meetings for internal working groups and maintain
Commission files on same.
Ability to coordinate briefings/presentations as requested from outside
groups.
Ability to coordinate attendance at various association conferences and
utility site visits.
Ability to coordinate special events and receptions.
Ability to maintain records of personnel transactions and prepare monthly
employee update report for the monthly PUC Newsline.
Ability to maintain the Commission's Policy Manual and Procedures Manual and
distribute changes.
Ability to review Public Meeting agendas to identify matters of interest.
Ability to prepare minutes taken at the biweekly Commissioners R&R
(Report & Review) Executive Session.
Ability to assist the Executive Director in preparing agenda for the weekly
Operations Call with the Chairman and Vice Chairman of the Commission.
Ability to review personnel action requests (e-PARs) and forward to Executive
Director for review.
Ability to track retirements of Commission employees and coordinate
recognition of employee at a public meeting, if requested.
Ability to maintain and circulate "Areas of Expertise" and
"Bureau Contacts-Key Staff and Areas of Responsibility"
documents.
Ability to serve as the InfoMAP Bureau Liaison (IBL). InfoMAP is the
Commission's case and document management system.
Ability to manage multiple Outlook resource accounts.
Ability to work in Microsoft Office 365.
Ability to oversee employees temporarily assigned to the Executive Director's
office.
Ability to coordinate secretarial support staffing for the Commissioners'
offices, as needed.
Ability to maintain and order office supplies.
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Eligibility - all candidates
One year as an Administrative Officer 2;
or
Four years of experience in progressively responsible and varied
office management of staff work in public or private organization,
including experience in personnel management budgeting or
procurement; 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.
Be a resident of Pennsylvania.
Be eligible for selection in accordance with Civil Service rules.
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Recruitment Method(s):
Applicants must meet one (or more) of the following methods(s) to be
considered for this vacancy:
- Promotion Without Examination
- Civil Service lists
- Transfer
- Reassignment
- Voluntary Demotion
- Reinstatement
Eligibility - Competitive Promotion
Without Examination Only
CLASS RESTRICTIONS
- Have held regular civil service status in one of the
following classifications:
- Administrative Officer 2, PUC
- Human Resource Analyst 2 (General)
- Administrative Officer 2
- Mgmt Anl 2 Puc
- Mgmt Anl 2
- Fiscal Management Specialist 2
- Business Analyst 2, PUC
Or in a classification at Pay Scale
Group 7 where there is a clear linkage between the knowledge, skills, and
abilities required to perform the duties of that class and the knowledge,
skills, and abilities required of the Administrative Officer 3 class.
Applications submitted will be reviewed to determine if an applicant's
current or previous class has a logical occupational, functional, or career
development relationship to the Administrative Officer 3 class.
Selection Criteria:
- Minimum experience and training required for the job.
- Meritorious service; defined as (a) the absence of
any discipline above the level of written reprimand during the 12 months
preceding the closing date of the posting, and (b) the last due overall
regular or probationary performance evaluation was higher than
unsatisfactory or fails to meet standards.
- Seniority, defined as a minimum of one year(s) in the
next lower class(es) by the posting closing date of 3/9/2018.
Application Instructions
Interested qualified applicants must submit all requested
materials as specified in the "How To Apply Section". Failure
to comply with the above application requirements will eliminate you from
consideration for this position.
Additional information may be obtained by calling: (717)787-8714
This section is issued for compliance with Management Directive 580.19, Promotion in the Classified
Service without Examination.
How to apply - all candidates:
Submit an online application at https://www.governmentjobs.com/careers/pabureau/promotionaljobs
on or before Friday, March 9, 2018 and
attach:
- Resume
- Please attach a copy of
your most recent Employee Performance Review (EPR) to your application -
if you do not have this document, please include a note explaining why
it is not included.
All application materials must be
filed online by the closing date of this posting. Faxed,
e-mailed, mailed, late and/or incomplete applications will not be accepted.
To be considered for this vacancy, all applicants must meet the minimum experience
and training requirements.
In addition to the application materials listed above, individuals applying
for Voluntary Demotion must submit a letter of interest acknowledging
reduction in pay.
Individuals applying for Reinstatement must submit a letter of interest
requesting consideration for reinstatement.
Please use the contact information provided for additional information.
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