The Executive Secretary to the Director of the Office of Special
Assistants is a member of the management team in the Office of Special
Assistants and, as such, is responsible for assisting in the management of
office activities and document flow within the office. The individual
in this position is expected to work independently under the supervision of
the Office Director and, among other things, is expected to perform the
Prepares and maintains all confidential matters for the Director.
Sets appointments, prepares and maintains the Director's appointment
calendar; keeps the Director informed of meetings, activities, travel dates
and daily schedules; tracks and maintains a database of all deadlines
applicable to the Director and provides prompts and ticklers as deadlines and
obligation times approach.
appropriate, the effective and prudent contact with officials and the public
on behalf of the Director.
Coordinates the timely
compilation, organization and availability of data requested by the Director
for meetings, conferences, training programs, etc.
scheduling OSA staff meetings for the Director, utilizing Microsoft Outlook
and any other applicable computer applications to ensure non-conflicting
dates and times for OSA staff. Responsible for scheduling and
coordinating such other meetings as may be necessary.
meetings and prepares a meeting summary, transcribes and distributes meeting
Processes, copies and
maintains a tracking and tickler file for deadlines associated with
information requested from the various bureaus and offices, the Executive
Director, the Director of Regulatory Operations and Commissioners' offices.
Answers the telephone,
screens calls, and responds to inquiries with such further referrals as may
be required for efficient handling.
Assists the Director
and the Administrative Officer in formulating training and travel arrangements
for the Director and staff, prepares itineraries and all necessary forms, and
completes expense vouchers through SAP.
Authorization forms, Travel Authorization forms, and General Invoice forms
for staff as required.
Maintains a data base
containing a monthly reconciliation between authorized travel and training
allotments and the actual expenditures, encumbrances and dates associated
with staff training and travel activity.
and upgrades as necessary a comprehensive and secure filing system for the
Director that will promote the efficient cataloging and storing of documents.
Sorts and distributes
incoming and outgoing bureau mail.
Prepares and distributes
various forms and documents.
meeting reports to meet Commission deadlines.
Assists staff in
proofreading, revising, and electronically handling documents and reports.
Director's copy of the Agenda for Public Meeting, organizes and maintains all
communications related to public meeting activity, and attends such public
meeting preparatory meetings with the Commissioners' offices, as may be
Inputs required information
into InfoMAP and such other data bases as may be required by the Director.
files and ensures assignments are timely forwarded to the Director for
assignment of staff.
Develops and executes
the role of timekeeper for SAP time reporting and leave reporting purposes
and assists bureau personnel with all SAP and ESS functions.
communicating with, and otherwise assisting, the Secretarial staff regarding
current policies and procedures for clerical operations.
subscription renewals; maintaining and requisitioning all office supplies,
and conducting the periodic inventory of the Office supply cabinet to
replenish supplies as necessary.
Maintains all office
equipment, and coordinates and schedules essential service visits, activities
and the tracking of operations as needed.
In conjunction with the Administrative Officer, supports the implementation
and effectuation of a daily system for reconciliation of OSA assignments.
In conjunction with
the established electronic support process, oversees the administration of
the Office's obligations to ensure the timely and efficient processing of Act
294 Initial Decisions, including any necessary follow-up with the
Commissioners and the Secretary's Bureau.
Performs other related
work as required.
Ability to maintain a calendar for the Bureau Director, keep her informed of
her daily schedule and provide SAP support to the Director.
Ability to arrange and schedule appointments; prepare travel arrangements and
itinerary for the Bureau Director.
Ability to coordinate meetings.
Ability to develop and maintain filing system for the Bureau Director for the
efficient cataloging and storing of documents.
Ability to sort mail and route to the proper person.
Ability to prepare Act 294 Initial Decisions and distribute them to the
Commission and follow up with Commissioners' Offices so that the Initial
Decisions are returned by the deadline.
Ability to assist in controlling the office activities and document flow
within the office.
Ability to make several daily runs to the file room to check for OSA
assignments. Date stamps and submits to the Administrative Officer.
Applicants must meet one (or more) of the following methods(s) to be
considered for this vacancy:
- Civil Service Lists
- Promotion Without Examination
- Voluntary Demotion
Eligibility - Competitive Promotion
Without Examination Only
- Have held regular civil service status in one of the
- Clerk Typist 3
- Legal Assistant 1
- Clerical Supervisor 1
Or in a class at Pay Scale
Group 4 where there is 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 Executive Secretary 1 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 Executive Secretary 1 class.
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 1/2/2018.
- Interested qualified applicants must
submit all requested materials as specified in the "How To Apply
Section". Failure to comply with the below
application requirements will eliminate you from consideration for this
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 Tuesday, January 2, 2018 and
- 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.