Administrative Assistant 1 (Local Government) - Luzerne-Wyoming County MH/ID - Luzerne County, PA : Job Details

Salary: $38,214.81 AnnuallyLocation : Wilkes-Barre, PAJob Type: Full-timeJob Number: 01829Department: MH-DSOpening Date: 12/20/2024Closing Date: 1/2/2025 11:59 PM EasternDescription This position is responsible for varied administrative and clerical assignments related to the Administrative Entity (AE) (Developmental Services) Department. Primary responsibility is to assist the Deputy MH/DS Administrator with administrative functions and special projects. The position works with a high degree of independence in performing these functions and reports directly to the Deputy MH/DS Administrator. Additional responsibility includes providing administrative support to all AE Program Staff within the department. Essential Duties and ResponsibilitiesCommunication and Scheduling

• Typing of letters, memos, documents and forms, scanning, copying, faxing, emailing, record keeping, scheduling of appointments, composing correspondence, arranging conferences, trips, travel routes, hotel accommodations, and screening of phone calls. Typing assignments are completed on a personal computer (utilizing Word, Excel, Power Point, Adobe, and Publisher applications). This position is responsible to check letterhead, format, spelling, punctuation, grammar usage and addresses on all typed documents.
• Schedules and attends administrative meetings which may require development of agendas, concise and accurate composition of meeting minutes, conference room scheduling, copying of meeting materials. Schedules Teams meetings with call-in number option as requested.
• Interacts and communicates, in both written and verbal form, with management personnel of provider agencies, ancillary social service agencies, consumers of service, families, support groups and DHS/ODP staff.
• Processes all waiver (P/FDS, Community Living, and Consolidated), and ICF/ORC Recertifications. Responsible on an ongoing basis to maintain/update a database containing pertinent information including waiver renewal dates for approximately 1,000 consumers which includes preparing and follow-up recertification letters and preparing letters for new waiver enrollees. Scans all waiver documents into DocStar.
• Works with the Intake Coordinator to process correspondence for mailing.
• Responsible to prepare correspondence and distribute monthly bus passes to designated consumers. Maintains the database. Works with the LCTA contact person to keep them informed of changes and bus passes needed.
• Processes 45 Day Exception Request correspondence and forwards to ODP for disposition.
• Prepares the Early Intervention (EI) Newsletter for bulk mailing.
• Develops publications (brochures/flyers) that relate to Developmental Services, Early Intervention and Waiver Program events.
• Answers Developmental Services phone calls. Serves as back-up for answering main line phone calls and county delegate calls.
• Assists AE Program Staff with general computer issues/concerns and works toward a resolution.

Technical Assistance

• Assists the Deputy MH/DS Administrator with special projects that require development of forms or organization of materials or special mailings.
• Assures project deadlines are met with timeliness and accuracy.
• Arranges AE Department events at area venues, conducts registration, takes photos and submits press releases to area newspapers for publicity purposes.
• Receives registration information from individuals via email and maintains list of attendees for AE Department events.
• Prepares sign-in sheet, informational packets/handouts, etc. for meetings and trainings/conferences as needed.

Reviewing and Maintaining Documents

• Prepares and maintains the Developmental Services On-Call schedule and updates Helpline's on-line calendar as needed.
• Processes requests for information from the Bureau of Disability Determination (BDD).
• Maintains/updates all documentation required for the AE Operating Agreement and the Administrative Entity Onsight Monitoring Process (AEOMP) for review by the Office of Developmental Programs (ODP).

Data Management and Reporting

• Scans all Administrative Entity (AE) Department documents into DocStar.
• Scans documents to AE Program Staff as requested.
• Operation and some maintenance of office copiers/printers (adding paper, changing toner/ink cartridges).

Additional Duties

• Responsible for keeping inventory and determining needed office supplies for the AE Department. Once approved, emails the supply order to the Administrative Assistant II for processing.
• Prepares necessary information for obtaining purchase orders and contracts. Upon approval, submits to the Administrative Assistant II for processing.
• Obtains petty cash and purchases items needed for AE Department events.
• Emails invoices to the MH/DS Accounts Payable email address.
• Prepares Conference Authorization Request forms for AE Department staff, makes hotel reservations, prepares travel request forms and check memos.
• Schedules meetings utilizing the on-line conference room schedule. Sets up room as needed. Takes minutes as needed at each assigned meeting for the AE and EI Departments.
• Receives emails from the MH/MR general account and distributes to the appropriate MH/DS staff person.
• Opens, date stamps, sorts and distributes incoming and interoffice mail for the AE Department. Outgoing mail is weighed, posted and deposited for postal pickup.
• Processes AE fax transmissions and retrievals. Responsible for transmission of the document(s) and confirmation of the transmission as well as notification and distribution of incoming fax to appropriate staff.
• Provides assistance (as requested) to the Administrative Assistant II during specified absence.
• Other related duties as required.

Required Knowledge, Skills and Abilities

• Some knowledge of the principles and practices of public administration.
• Some knowledge of the principles of governmental accounting, statistics, and public personnel administration.
• Some knowledge of the sources of information, methods, and techniques used in administrative research.
• Ability to carry out with some supervision staff assignments requiring the organization of material and development of procedures.
• Ability to conduct studies and analysis contributing to the development of sound operational procedures.
• Ability to speak and write effectively.
• Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.

Minimum Qualifications RECRUITMENT METHODS:Applicants must meet one (or more) of the following method(s) to be considered for this vacancy:

• Seniority Promotion: Bidding employees within the designated seniority unit when collective bargaining unit obligation(s) have been met then the following recruitment methods may be used:
• Promotion Without Examination
• Transfer
• Reassignment
• Voluntary Demotion
• Reinstatement
• Civil Service Lists

ELIGIBILITY -ALL CANDIDATE{S):1.) Meet the minimum experience and training (MET'S) required for this position:

• Such training as may have been gained through graduation from a four year college or university; or
• Any equivalent combination of experience and training.

2.) Be a resident of Pennsylvania.3.) State Civil Service Commission Approved Additional Special Requirements: None4.) Be eligible for selection in accordance with the merit system employment regulationsELIGIBILITY - COMPETITIVE PROMOTION WITHOUT EXAMINATION ONLY: CLASS RESTRICTIONS:1.) Have held regular civil service status in the following classifications:

• Clerk Typist 3

SELECTION CRITERIA:1.) Meet the minimum experience and training required for the job.2.) Meritorious Service, defined as:

• The absence of any discipline above the level of written reprimand during the 12 months preceding the closing date on the posting,
• The last due overall regular or probationary performance evaluation was higher than unsatisfactory

3.) Seniority, Defines: A minimum of twelve months in the next lower class(es) by the closing date of this posting 01/02/2025.APPLICATION INSTRUCTIONS:1.) Interested qualified applicants must submit all the requested materials as specified in the How to Apply. Failure to comply with the above application requirements will eliminate you from consideration for this position.2.) Additional information may be obtained by contacting: Brianna Ziller Human Resources Generalist 570-###-#### [email protected] DETAILS:

• Full time
• Civil Service
• Permanent
• Union
• Non-exempt
• Code: L0635
• Hours: 8:00 AM to 4:30 PM (80 hours bi-weekly)
• Pay Range: 33

** YOU MUST HOLD CIVIL SERVICE STATUS IN ORDER TO APPLY FOR THIS POSTING **HOW TO APPLY:All EXTERNAL CANDIDATES must apply and submit an application via:All EXTERNAL CANDIDATESIf you are contacted for an interview and need accommodations for the interview due to a disability, please advise the interviewer of the accommodations you require well in advance of the scheduled date.LUZERNE COUNTY IS AN EQUAL OPPORTUNITY & AFFIRMATIVE ACTION EMPLOYER.I. Medical InsuranceThe coverage begins for the employee the on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Cost to the employee to participate in the plan varies by the coverage selection and the number of dependents; and may be subject to collective bargaining agreement. The employee may also elect to opt out of the County's medical insurance if proof of coverage is provided. Under this arrangement, the employee is provided with an annual opt out payment. II. Vision and PrescriptionThe coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement. III. Dental CoverageThe coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement. IV. Life InsuranceA $50,000 life insurance policy is afforded to full-time employees, unless specified differently in a collective bargaining agreement. It remains in effect as long as the employee is actively employed and terminates upon resignation or retirement. V. RetirementAll full-time employees and part-time employees working more than 1,000 hours per year qualify for Luzerne County retirement benefits, in which employees must contribute 5% of their earnings, and may choose to add to an additional voluntary contribution, not to exceed an additional 10%.01 Have you or have you ever had regular Civil Service status as an Clerk Typist 3 ?***NOTE*** You must possess Regular Civil Service Status to apply to this posting. If you do not, you must apply via Civil Service at:

• Yes
• No

Required Question