Job Information
Commonwealth of Pennsylvania Administrative Officer 2 (Local Government) - Allegheny County Support Administration in Pennsylvania
Administrative Officer 2 (Local Government) - Allegheny County Support Administration
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Administrative Officer 2 (Local Government) - Allegheny County Support Administration
Salary
$54,181.00 - $59,599.10 Annually
Location
Allegheny County, PA
Job Type
Civil Service Permanent Full-Time
Job Number
CS-2024-92012-L0122
Department
Local Government
Division
HS Allegheny Co Spt Ad
Opening Date
09/26/2024
Closing Date
10/9/2024 11:59 PM Eastern
Job Code
L0122
Position Number
80009729
Union
Non Union
Bargaining Unit
LG
Pay Group
LG
Bureau / Division Code
88215000
Bureau / Division
HS Allegheny County Support Administration
Worksite Address
One Smithfield Street
City
Pittsburgh, Pennsylvania
Zip Code
15222
Contact Name
Serena Malahoo
Contact Phone
412.350.3487
Contact Email
serena.malahoo@AlleghenyCounty.US
Description
Benefits
Questions
THE POSITION
Do you have strong leadership skills, organizational abilities, and experience in facility management? If so, we would like to speak with you! Allegheny County, Support Administration is actively seeking a robust self-starter as an Administrative Officer 2. In this opportunity, you will oversee facility maintenance, space planning, mail distribution, and records retention for all Department of Human Services (DHS) offices. Join an agency that provides opportunity for career growth and advancement. Bring your ambition and talents to our team!
DESCRIPTION OF WORK
This role involves managing Facilities Management staff, collaborating with County Departments and vendors, and ensuring operational efficiency. Key responsibilities include managing day-to-day office operations, developing policies and procedures, coordinating logistical needs, and overseeing equipment and furniture supply. The incumbent will also serve as the main point of contact with the Maintenance Department, assist with fixed assets coordination, and support lease development activities. Moreover, the role includes organizing Records Management functions, supervising staff, conducting performance reviews, and leading team meetings. Special projects may be assigned based on the needs of the User Support Services Manager.
Work Schedule and Additional Information:
Full-time employment.
Work hours are 8:30 am to 4:30 pm, Monday - Friday, with 60-minute lunch.
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:
One year as an Administrative Officer 1;or
Three years of experience in progressively responsible and varied office management or staff work, including experience in personnel management, budgeting or procurement; and a bachelor's degree;or
Any equivalent combination of experience and training.
Other Requirements:
This particular position also requires you to possess two or more years of full-time experience managing building facilities including overseeing building repairs and renovations at multiple locations AND two or more years of full-time experience reviewing and managing building leases and liaising with building management to ensure that that building management meets all requirements of the lease in a timely fashion so that operations are not interrupted.
You must meet the PA residency requirement (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) . For more information on ways to meet PA residency requirements, follow the link (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) and click on Residency.
Hiring preference for this vacancy may be given to candidates who live within Allegheny County. If no eligible candidates who live within Allegheny County apply for this position, candidates who reside in other counties may be considered.
You must be able to perform essential job functions.
How to Apply:
Resumes, cover letters, and similar documents willnotbe 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.employment.pa.gov/Additional%20Info/Pages/default.aspx and click the Veterans’ Preference tab or contact us at ra-cs-vetpreference@pa.gov .
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/testoncefor this posting.
Your results will be provided via email.
Benefit packages are determined by the county and may vary. Please contact the applicable county human resource office directly to inquire about a specific benefit package.
01
Do you possess two or more years of full-time experience managing building facilities including overseeing building repairs and renovations at multiple locations?
Yes
No
02
If you indicated YES to the question above, please describe the details of the experience you possess. Please be sure to address the items listed below in your response. The claimed experience must also be provided within the experience section of your application. If you indicated NO to the question above, type N/A in the box below.
The name(s) of the employer(s) where you gained this experience
The specific duties you performed related to your experience managing building facilities including overseeing building repairs and renovations at multiple locations
Your level of responsibility
03
Do you possess two or more years of full-time experience reviewing and managing building leases and liaising with building management to ensure that that building management meets all requirements of the lease in a timely fashion so that operations are not interrupted?
Yes
No
04
If you indicated YES to the question above, please describe the details of the experience you possess. Please be sure to address the items listed below in your response. The claimed experience must also be provided within the experience section of your application. If you indicated NO to the question above, type N/A in the box below.
The name(s) of the employer(s) where you gained this experience
The specific duties you performed related to your experience reviewing and managing building leases and liaising with building management to ensure that that building management meets all requirements of the lease in a timely fashion so that operations are not interrupted
Your level of responsibility
05
Have you been employed by a Pennsylvania local government agency in a civil service covered position as an Administrative Officer 1 for one or more years full-time?
Yes
No
06
If 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 experiencemustalso 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.
07
How many years of full-time experience do you possess in varied office management or staff work in a public or private organization, including experience in personnel management, budgeting, or procurement?
3 years or more
2 but less than 3 years
1 but less than 2 years
Less than 1 year
None
08
If claiming experience in the previous question, please list the employer(s) where you gained this experience AND the specific duties you performed in personnel management, budgeting, or procurement, as supported in the employment history section of your application. In order to qualify for this position, you MUST have experience in one of the following areas: personnel management, budgeting, OR procurement. If not applicable, please type N/A in the text box below.
09
What level of college coursework have you completed in business administration, public administration, human resources, strategic leadership, or other related areas?
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 also upload a copy of your foreign credential evaluation. For more information on foreign education credentials, please visithttps://www.employment.pa.gov/Additional%20Info/Pages/default.aspx#q3and click on Other Information.
Masters degree or higher
Bachelors degree
Some coursework
None
10
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 educational background to the 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. Youmustcomplete the applicationandanswer the supplemental questions. Resumes, cover letters, and similar documents willnotbe 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 category carefully. Determine and select which "Level of Performance" most closely represents your highest level of education. List the training source(s) from your education sections of the application where you gained this experience/training.The "Level of Performance" you choose for each work behavior must be clearly supported within the description of the education information entered in your application or your score may be lowered.If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.
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 ourFAQ page (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) .
Yes
11
WORK BEHAVIOR 1 – PROGRAM DEVELOPMENT
Develops operational and administrative plans, policies, and procedures related to facility management by conceptualizing service delivery methods, planning timelines for communicating program objectives, and determining program organizational structures. This includes, but is not limited to, facility and equipment maintenance, mail distribution, space allocation, and records retention.
Levels of Performance
Select the "Level of Performance" which best describes your claim.
A. I have experience DEVELOPING AND IMPLEMENTING program objectives, plans, policies, or procedures related to facility management.
B. I have experience DEVELOPING OR IMPLEMENTING program objectives, plans, policies, or procedures related to facility management.
C. I have experience DEVELOPING OR IMPLEMENTING program objectives, plans, policies, or procedures NOT related to facility management.
D. I have successfully completed college-level coursework related to program management, business management, or business administration.
E. I have NO experience or coursework related to this work behavior.
12
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(s) of the employer(s) where you gained this experience.
Your experience developing or implementing program objectives, plans, policies, or procedures – specify if it was related to facility management.
The type(s) of programs you developed or implemented.
The actual duties you performed.
Your level of responsibility.
13
If you have selected the level of performance pertaining to college coursework, please provide your responses to the three 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
14
WORK BEHAVIOR 2 - SUPERVISION
Perform the full range of supervisory duties over facilities management staff. This includes planning, delegating, and reviewing facilities-related work; establishing priorities and timeframes for completion of work; providing guidance to staff on complex problems; approving/denying leave; evaluating employee performance; resolving complaints and grievances and taking disciplinary actions; interviewing and recommending selection of applicants; and identifying training needs and providing training to staff.
Levels of Performance
Select the "Level of Performance" which best describes your claim.
A. I have experience performing the full range of supervisory duties which included planning and delegating work; approving/denying leave; evaluating employee performance; resolving complaints and grievances and taking disciplinary actions; and interviewing and recommending applicant selection.
B. I have experience as a lead worker which included reviewing work for accuracy and timeliness and providing training to staff.
C. I have successfully completed college-level coursework or training related to supervisory development, labor relations, or human resource management, but I do not have at least six months of supervisory or lead work experience in a work setting.
D. I have NO experience or coursework/training related to this work behavior.
15
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(s) of the employer(s) where you gained this experience.
Your duties as a supervisor or lead worker.
Your specific responsibilities.
16
If you have selected the level of performance pertaining to college coursework or training, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
Training Source
Course Title
Credits/Clock Hours
17
WORK BEHAVIOR 3 – PROJECT MANAGEMENT
Plans and coordinates the administration of project processes, procedures, software selection, and related tasks of a paper and digital records management program in the facilities department. Determines the project scope, creates project schedule, identifies risks, and defines individual roles and responsibilities to ensure adherence to the project plan.
Levels of Performance
Select the "Level of Performance" which best describes your claim.
A. I have experience planning and coordinating projects within the setting of a facilities department. I was responsible for determining project scope, creating project schedules, identifying risks, defining individual roles, and ensuring adherence to the project plan.
B. I have experience planning and coordinating projects NOT within the setting of a facilities department. I was responsible for determining project scope, creating project schedules, identifying risks, defining individual roles, and ensuring adherence to the project plan.
C. I have experience serving as a project team member and was responsible for achieving specific business tasks or goals that were assigned to me. Someone else was responsible for determining project scope, creating project schedules, identifying risks, defining individual roles, and ensuring adherence to the project plan.
D. I participated in project planning and implementation meetings.
E. I have successfully completed college-level coursework related to project management or project planning and implementation.
F. I have NO experience or coursework related to this work behavior.
18
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(s) of the employer(s) where you gained this experience.
Your experience determining project scope, creating project schedules, identifying risks, defining individual roles, and ensuring adherence to the project plan.
Your experience achieving project-related tasks or goals.
Your level of responsibility.
19
If you have selected the level of performance pertaining to college coursework or training, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
Training Source
Course Title
Credits/Clock Hours
20
WORK BEHAVIOR 4 - BUDGETING
Develops, reviews, and amends budgets for regulatory compliance, leases, and construction projects. Monitors facilities budgets, receipts, and expenditures. Reports errors detected and recommends potential resolution.
Levels of Performance
Select the "Level of Performance" which best describes your claim.
A. I have experience developing budgets. I was also responsible for monitoring budgets for errors and making recommendations for potential resolution.
B. I have experience monitoring budgets that someone else developed. I was responsible for reporting errors and making recommendations for potential resolution.
C. I have experience monitoring budgets that someone else developed. I was responsible for reporting errors; however, someone else was responsible for making recommendations for potential resolution.
D. I have successfully completed college-level coursework related to budgeting, management, or business statistics.
E. I have NO experience or coursework related to this work behavior.
21
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(s) of the employer(s) where you gained this experience.
Your experience developing program budgets.
Your experience monitoring program budgets.
Your experience making recommendations for resolution.
22
If you have selected the level of performance pertaining to college coursework, please provide your responses to the three 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
Required Question
Agency
Commonwealth of Pennsylvania
Address
613 North Street
Harrisburg, Pennsylvania, 17120
Website
http://www.employment.pa.gov