What are the responsibilities and job description for the Executive Assistant position at Commonwealth of PA?
THE POSITION
Are you a highly organized, detail-oriented professional eager to grow your skills alongside a collaborative team? As an Executive Assistant for the Department of Human Services you will support high-level leaders who depend on accurate information and strong administrative knowledge. You help prepare speeches, gather program details, and support major meetings that impact Pennsylvania's Medical Assistance programs. This position gives you a meaningful chance to contribute to work that affects communities across the Commonwealth.
DESCRIPTION OF WORK
This position supports the Office of Medical Assistance Programs by assisting the Deputy Secretary and Chief of Staff with research, planning, and communication needs to guide program decisions. It coordinates information, prepares materials, and ensures leadership has the necessary resources for high-level activities. As a Executive Assistant, you will perform the following duties:
- Information Research: Review program materials, gather data, and compile information for senior leadership
- Issue Analysis: Examine administrative and program activities in order to advise leadership and prepare recommended actions
- Meeting Preparation: Develop talking points, speeches, and presentations for public events and high level discussions
- Correspondence Management: Direct and monitor inquiries, assignments, and reports through the tracking system and ensure timely completion
- Interagency Coordination: Serve as liaison with legislative, communications, and other offices to support program information needs
- Project Leadership: Lead assigned initiatives, oversee special tasks, and support operational responsibilities during staff absences
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
- The selected candidate may choose a work schedule between 7:30 AM and 5:00 PM, Monday - Friday, totaling 7.5 hours per day with a 30-minute lunch.
- Telework: You may have the opportunity to work from home (telework) part-time, up to 2 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. 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:
- Six years of professional experience in administrative management or staff work, three of which must have been in a large public agency; and such training as may have been gained through graduation from a four year college or university supplemented by graduate work in public administration to the level of a Master's Degree; or
- Any equivalent combination of experience and training.
Additional Requirement:
- You must be able to perform essential job functions.
Preferred Qualification (not required):
- Experience working in health care or health care insurance fields
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.
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