Special Assistant to Deputy Secretary (Administrative Officer 3)

Are you looking for a unique opportunity to work directly with the Deputy Secretary and play a meaningful part in advancing the Commonwealth's mission to expand opportunities for small and diverse businesses? As Special Assistant, you will gain direct exposure to executive level decision making, lead and support high impact projects, collaborate across agencies, and help shape initiatives that strengthen supplier diversity statewide. Our ideal candidate will be data-driven, a strategic thinker, leader, and experienced with small business programs and/or procurement and economic development initiatives. This is an ideal position for someone who thrives in a dynamic environment, enjoys strategic problem solving, and is looking to grow quickly through hands on experience, visibility, and leadership development.

This role provides broad administrative, strategic, and operational support to advance the priorities of the Office of Business Inclusion and Supplier Development. It supports high level coordination, planning, and communication across the Deputate. As a Special Assistant to the Deputy Secretary, you will perform the following duties:

• Policy Support: Assist with developing goals, shaping administrative procedures, and guiding their implementation across bureaus
• Project Coordination: Oversee major initiatives, track progress, and maintain clear communication among stakeholders
• Meeting Preparation: Prepare agendas, attend meetings on behalf of leadership, and document key follow-up actions
• Communication Management: Draft written materials, screen incoming inquiries, and determine proper routing or escalation
• Operational Review: Examine procedures, suggest improvements, and help streamline daily operations
• Calendar Oversight: Coordinate schedules, anticipate conflicts, and ensure leadership is prepared with necessary information

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 8:30 AM to 4:30 PM, Monday - Friday, with 30-minute lunch.
• Telework: You may have the opportunity to work from home (telework) part-time, two (2) days remote and three (3) days in office. 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:

• One year as an Administrative Officer 2 (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration); or
• Four years of experience in progressively responsible and varied office management of staff work in public or private organization, including experience in personnel management budgeting or procurement; and such training as may have been gained through graduation from a four-year college or university; or
• Any equivalent combination of experience and training.

Additional Requirements:

• You must have two years of experience regularly interacting with executive leadership, employees, external stakeholders, or members of the public in a professional setting that required you to communicate effectively, build collaborative working relationships, and resolve sensitive or complex issues.
• You must have two years of experience working collaboratively with diverse groups of stakeholders who have differing or competing priorities, including situations requiring you to navigate disagreements, resolve conflicts, and maintain effective working relationships.
• You must have two years of experience working directly with small businesses, including providing assistance, coordinating resources, or supporting programs designed to address small business needs.
• You must have three years of administrative experience coordinating projects, managing priorities, tracking assignments, and supporting day-to-day organizational operations.
• You must have two years of experience developing, tracking, and analyzing performance metrics to measure program outcomes, operational effectiveness, or progress toward established goals.
• You must have two years of experience preparing reports for management or executive leadership that summarize program activities, performance metrics, findings, and recommendations.
• You must have two years of experience coordinating small business programs or initiatives involving multiple internal and external stakeholders, including monitoring activities, following up on deliverables, and reporting on results.
• You must possess a current driver's license which is not under suspension. 
• You must be able to travel on an as-needed basis. 
• You must be able to perform essential job functions.

Preferred Qualifications (not required):

• Two years of Commonwealth of Pennsylvania experience coordinating employee travel arrangements and processing or reconciling travel expenses in accordance with Commonwealth travel policies and procedures.
• Two years of Commonwealth of Pennsylvania experience supporting budget administration, including monitoring expenditures, tracking available funds, reconciling financial information, or preparing budget-related reports.
• Two years of Commonwealth of Pennsylvania experience with procurement processes, including preparing or processing purchasing documentation, coordinating purchases, tracking procurement activities, or working with Commonwealth procurement systems and procedures.
• Two years of experience serving as an administrative liaison with Commonwealth Human Resources and Information Technology offices, including coordinating personnel or IT requests, tracking issues, and facilitating communication between staff and the appropriate support offices.
• Two years of experience managing complex calendars and scheduling in Microsoft Outlook, including coordinating meetings involving executive leadership, multiple stakeholders, competing priorities, and schedule changes.
• Two years of experience using advanced Microsoft Excel functions and formulas to organize, analyze, reconcile, and report administrative, budgetary, program, or performance data.

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.