Clerical Assistant 2

The Department of Military & Veterans Affairs is looking for an independent, responsible candidate to fill our Clerical Assistant 2 position at the Southwestern Veterans' Center located in Pittsburgh, PA.

The ideal candidate is well organized and has the ability to maintain file systems, business calendars and other important documents. Should be personable in nature to interact with managers, employees and clients in a positive way. Must have experience using software programs to manage digital filing systems or calendars. Must possess excellent written and verbal communication to type clear and concise documents like memos, emails and invoices.

This position will work closely with Nursing Management to organize and provide high quality services to our Veteran population.

Watch this video to see how you can make a difference caring for Pennsylvania's veterans working for the Department of Military and Veterans Affairs. Come join the DMVA team, apply today!

This position provides administrative and clerical support to the nursing staff at the Southwestern Veterans' Center and is responsible for coordinating and maintaining daily appointment schedules, create reports as directed for nursing department, maintain nursing files, and communicate with other departments on nursing business.

Duties of this position include:

• Updating and storing nursing files to ensure they are accurate and accessible for other employees and management.
• Schedule residents appointments.
• Typing reports, letters and other documents related to the nursing department.
• Answering telephone calls and emails and redirecting them to other employees when appropriate.
• Participate in meetings by taking dictations and minutes.
• Check for updates on new regulatory guidance, updates library of regulations as needed for ease of access.
• File reimbursement documents for nursing department staff.
• Monitoring supplies and reordering when stock levels are low.
• Computer literacy, including experience with common word processing, spreadsheet, database and basic accounting software.
• Maintain and update the nursing department 5-year plan and maintain inventory of nursing equipment.
• Verbal communication for addressing other employees, residents, family members, and other business contacts.
• Customer service for dealing with members of the public.
• Organization and ability to multitask for filing and completing several clerical and administrative tasks at once.
• Attention to detail to ensure all tasks are completed to a high standard, such as taking sufficiently detailed minutes and telephone messages.

• Full-time employment; 7.5 hours/day; 37.5 hours/week
• Work hours are 8:30am to 4:30pm, Monday - Friday, with a 30-minute lunch.
  • May change based on operational needs.
• Selected candidates who are new to employment within the Commonwealth of Pennsylvania will begin employment at the starting annual salary of $35,306 (before taxes).
• 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:

• Six months as a Clerical Assistant 1 (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration); or
• Graduation from high school; or
• An equivalent combination of experience and training.

• Two years plus experience working with software applications within the Microsoft package and other software packages to create and maintain spreadsheets, calendars, documents and rosters (Word/Excel/Outlook, etc).
• Ability to work with various office equipment scanner/printer/fax/computer/tablet/telephone/personal communication devices, etc.
• You must be able to perform essential job functions.

• Experience working in an office setting as a clerk and or personal assistant.

• This position falls under the provisions of the Older Adult Protective Services Act.

  • Under the Act, a conditional offer of employment will require submission and approval of satisfactory criminal history reports, including but not limited to, PA State Police and FBI clearance.

• A conditional offer of employment will require a medical examination.
  

• 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).
• 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.

• 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.