Administrative Assistant I/II

Section:                      Bureau of Consumer Protection/Public Protection Division

Class:                          Administrative Assistant I/II

Location:                    Pittsburgh, Harrisburg, or Philadelphia

Telework:                   This position will report to the headquartered location a minimum of 4 days per week.  You may have the opportunity to telework the remainder of the week, if desired and based on business need.                      

Position Type:           Full-time, Non-civil service, Union

Work Hours:              8:30 – 5:00      

Salary Range:            Administrative Assistant I – Starting salary of $44,890

                                    Administrative Assistant II – Starting salary of $50,836

Basic Function

The Bureau of Consumer Protection (BCP) mediates complaints, investigates, and takes legal action against companies and individuals that engage in unfair business practices and in cases where a lawsuit by the Attorney General serves the public interest and benefits the citizens of the Commonwealth. 

This position involves a variety of administrative duties and responsibilities and serves as an assistant to the administrative leadership of the Bureau of Consumer Protection.  The employee performs a variety of tasks relative to the gathering of informational summaries and materials for meetings, handling of correspondence, preparation of travel arrangements and related travel invoices and documents, handling of phone calls from the public, preparation of regular reports, and oversight of the cloud-based phone system.  Work involves communication with officials of both the public and private sectors who have interactions with the Bureau.  Work is performed under the direction of BCP’s administrative leadership and is reviewed for accuracy, timeliness, and compliance with all policy, procedures, and protocols.  This position reports to the Senior Supervisory Consumer Protection Agent.

• Prepares administrative documents such as biweekly reports, monthly reports, and annual reports
• Handles cloud-based phone calls, oversees the cloud system to ensure appropriate staff coverage, and assists with finding staff coverage when needed
• Prepares, and reviews correspondence prepared for, the signature of BCP administrative staff to ensure proper grammar, format, completeness, and timeliness
• Collects and organizes data and prepares reports for meetings, biweekly reports, and year end statistics
• Collects the weekly schedule (including scheduled meetings and trainings, in office and telework days, and vacation days) of all BCP employees from the clerical supervisors and compiles and distributes the information to staff within BCP and the Public Protection Division
• Assists in the preparation of budget estimates and other fiscal and statistical reports
• Arranges and schedules appointments, makes travel arrangements, and processes travel reimbursements for BCP personnel as assigned
• Prepares training requests for BCP personnel as assigned
• Maintains communication with both public and private sector executives, professionals, and other officials as instructed
• Creates and tracks Personnel Action and Budgetary Authorization Requests (PABARs) for the Bureau
• Inputs data into the collections system
• May act as a liaison with the other OAG divisions and sections
• Responds to correspondence from the public
• Sets up meetings, including scheduling WebEx meetings and reserving conference rooms, for BCP personnel on an as needed basis
• Performs related work as required 

Administrative Assistant I:

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

Administrative Assistant II:

• One year of experience as a staff assistant to an administrative position or as a technician in a staff position of a large organization 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

• Highly organized and detail-oriented
• Proficient with Microsoft Excel, Microsoft Word, and Adobe Pro
• Ability to prioritize and manage a heavy workload
• Ability to work efficiently through both team-based and independent approaches
• Ability to multitask and to work in a fast-paced work environment
• Ability to communicate clearly and professionally both orally and in writing