Administrative Officer 1

Are you a dedicated professional interested in supporting the administrative needs of a dynamic office? The Pennsylvania State Historic Preservation Office (PA SHPO)'s Administrative Officer plays a vital role in supporting the PA SHPO with human resources, timekeeping, travel coordination, budget management, purchasing, and procurement tasks. This position is ideal for a professional with proven organizational skills and an appreciation for the importance of history. If you are passionate about making a difference and are looking for a rewarding career in an active environment, we encourage you to submit your application today!  

As the bureau's Administrative Officer 1, you will have a crucial role in managing the administrative tasks of the PA SHPO and ensuring their smooth operations. This includes assisting the bureau director with oversight of personnel and operation budgets, providing internal customer service and human resources support, and coordinating and budgeting for staff professional development. We will rely on you to serve as part of our leadership team and help advance bureau priorities through the following responsibilities: 

• Budget Coordination: Prepare budget estimates, oversee and track annual budgets, and monitor expenses
• Timekeeping Duties: Process all timesheets, enter time data, research inaccuracies, and correct errors
• Internal Customer Service: Answer questions, coordinate, and provide support for staff related to coding time, travel expenses, and ordering equipment and supplies
• Human Resources: Provide technical assistance to the Director, managers, and supervisors in preparing requests and supplying documentation for hiring, separations, and other personnel actions
• Operations Support: Provide administrative support; participate in leadership meetings; and oversee staff responses to inquiries from the public, researchers, and consultants via phone and email
• Professional Development: Coordinate staff professional development planning, requests, budget, approvals, and registration

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

Work Schedule and Additional Information:

• Full-time employment
• Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with a 60-minute lunch.
• Telework: You may have the opportunity to work from home (telework) part-time. Specific days will be determined according to bureau needs. 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.

QUALIFICATIONS

Minimum Experience and Training Requirements:

• Two years of experience in varied office management or staff work; and bachelor's degree; or 
• Any equivalent combination of experience and training.

Additional Requirements: 

• You must possess at least six months of experience working in a fast-paced high volume environment. 
• You must possess at least one year of experience preparing budget estimates.
• You must possess at least one year of experience performing timekeeping duties.
• You must possess at least one year of experience overseeing and tracking annual budgets and monitoring expenses.
• You must be able to perform essential job functions.

Preferred Qualifications (not required):

• Experience working with data management systems
• Experience purchasing equipment and supplies
• Experience providing a range of human resources duties

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.