Administrative Assistant 1 (Salary) -Ricketts Glen State Park

The Department of Conservation & Natural Resources is currently looking to hire an Administrative Assistant 1 to support the operations at Ricketts Glen State Park. This role encompasses a variety of essential administrative tasks, including managing purchasing processes, overseeing personnel matters, serving as a timekeeper, and conducting budget and fiscal analysis. Additionally, the position involves handling revenue deposits and transmittals, ensuring that all financial transactions are accurately processed. Candidates should possess the ability to interpret and apply policies and procedures set forth by the Commonwealth, Department, and Bureau, particularly in areas related to budgeting, fiscal management, personnel, and purchasing. If you are interested in this opportunity, we encourage you to apply now!

In this position, you will be responsible for various budgetary tasks, including analyzing financial data and offering recommendations for both fiscal and mid-year budget preparations. You will compile historical and projected financial figures to assist in the development of the park's fiscal budget. Additionally, you will oversee and track the park's expenditures, which encompass the operational budget for materials, personnel, and special projects assigned to the park. This role requires inputting data into the park's fiscal program, reconciling P-card statements, and ensuring that SAP reports align with the budget. You will also prepare monthly reports for the Park Manager, detailing the ongoing balances of expenditures, while monitoring these balances closely and alerting the manager to any potential issues that may necessitate budget adjustments.

In terms of timekeeping and personnel management, you will support the park manager in the hiring process for vacant positions, preparing the necessary hiring documentation for selected candidates and obtaining the manager's signature. You will also handle notices related to the return from and to Leave Without Pay (LWOP) for seasonal employees. Maintaining accurate time and attendance records using SAP CAT screens for each employee within the park complex is essential, as is monitoring leave usage to ensure compliance with union contracts and personnel regulations. This position involves preparing payroll and inputting it into SAP, requiring a solid understanding of three union contracts, including the calculation of regular hours, overtime, shift overlaps, and shift differentials. Furthermore, you will maintain employee personnel files in accordance with Commonwealth procedures and be responsible for forwarding salary and wage documents to the Region for scanning into the Electronic Official Personnel Folder (E-OPF).

In the realm of purchasing and fiscal management, you will be tasked with procuring materials and services for the park in accordance with Commonwealth purchasing guidelines. This includes advising the park manager and maintenance staff on the correct procedures for purchasing. Purchases may be made through SAP purchase orders, the bidding process, or local purchases, necessitating the generation of purchase orders and the verification of receipt and delivery of materials. You will also prepare informal requests for quotes and bid documents, ensuring their accuracy and notifying the lowest bidder accordingly.

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

Work Schedule and Additional Information:

• Full-time employment
• Shift and schedule can vary to meet the operational needs of a 7 day/week operational facility.
• Telework: You will not have the option to telework in this position.
• 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.

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.
• You must be able to perform essential job functions.

Legal Requirements:

• A conditional offer of employment will require submission of criminal history reports. See hiring agency contact information.

Commonwealth employees who wish to use their seniority rights must apply to the internal posting for their seniority rights to be considered.

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.
  

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.

• 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.