Clerical Assistant 2

About the Role

Join the Department of State as a Clerical Assistant 2 and play an important role in keeping essential business filings and services moving smoothly. This position offers the opportunity to work with a variety of records, requests, and customer interactions that support the public and business community. Every day brings meaningful tasks that help maintain accurate information and efficient operations. If you enjoy organized, detail-focused work, this is a great opportunity to make an impact.

Description of Work

The Clerical Assistant 2 supports daily operations by processing documents, maintaining records, handling payments, and providing customer service assistance. This role helps ensure filings, requests, and records are reviewed, recorded, and managed in accordance with established procedures.

Key Responsibilities

• Document Processing: Enter filing and request information into computer systems, review submissions for completeness, verify data accuracy, and correct errors when identified.
• Mail and Records: Sort incoming mail by filing type and date, retrieve information from microfilm, and prepare records for scanning and back scanning activities.
• Payment Tracking: Track checks and other payments, prepare closeout reports, reject submissions without required fees, and organize payments for processing.
• Customer Support: Answer questions from internal and external customers regarding filings, payments, accounts, and related requests.
• Request Fulfillment: Process certifications, search and copy requests, expedited applications, and Uniform Commercial Code filings according to established procedures.
• Reporting and Invoicing: Create workload reports, invoice customers for outstanding payments, and provide receipts for completed orders.

Work Schedule and Additional Information

• Full-time employment.
• Work hours are 8:30 am to 5:00 pm, Monday-Friday, with a 60-minute lunch.
• Telework: May have the opportunity to work from home (telework) part-time, after completion of training. Telework is subject to operational needs and requires a securely configured high-speed internet connection and approved work location within Pennsylvania. If unable to telework, option to report to the headquarters office in Harrisburg. Telework ability is subject to change.
• Salary: Selected candidates new to Commonwealth of Pennsylvania employment will begin at the starting annual salary of $36,831.00.
• Communication regarding this position will be via email. Check email, including spam/junk folders.

Requirements & Tech Stack

• Computer systems (for document processing)
• Microfilm (for record retrieval)
• Checks (for payment tracking)
• Uniform Commercial Code filings (for request fulfillment)

Qualifications

• Minimum Experience and Training Requirements:
• Six months as a Clerical Assistant 1 (Commonwealth job title or equivalent Federal Government job title).
• Graduation from high school.
• An equivalent combination of experience and training.
• Additional Requirements:
• Ability to perform essential job functions.

How to Apply

• Resumes, cover letters, and similar documents will not be reviewed. Information supporting eligibility must be provided on the application.
• Applications must be submitted by the posting closing date. Late submissions will not be accepted.
• Failure to comply with application requirements may eliminate you from consideration.
• All application materials and interview responses must reflect the applicant’s own experience and qualifications. Generative AI tools may be used for preparation purposes only; use to misrepresent or falsify information is not permitted.

Veterans

• Pennsylvania law provides employment preference for qualified veterans.

Telecommunications Relay Service (TRS)

• 711 (for individuals with hearing and speech disabilities or others).
• If contacted for an interview and accommodations are needed due to a disability, discuss with the interviewer in advance.