Executive Secretary 1

Are you seeking a role where your organizational skills support administrative leaders as an Executive Secretary 1 with the Department of Health (DOH)? In this position, you help keep high-level operations running smoothly while assisting the DOH Executive Office . You become part of a mission-driven agency that values professionalism and clear communication. This opportunity allows you to grow while supporting important work across the Commonwealth.

This position ensures the smooth operation of the DOH Executive Office through coordinated scheduling, communication, and administrative support. It also helps maintain efficient workflows across the Executive Office. As an Executive Secretary 1, you will perform the following duties: Schedule Management: Organize appointments, meetings, travel arrangements, and daily activities for the Secretary of Health and executive staff Meeting Support: Prepare agendas, presentations, briefing materials, and talking points for key internal and external meetings Communication Handling: Manage calls, emails, written correspondence, and interactions with high-level officials and visitors Office Coordination: Oversee administrative functions including mail processing, supply ordering, and resource account management Record Oversight: Update calendars, directories, and SharePoint lists, ensuring accurate and timely information for executive staff Operational Assistance: Support fleet management, conference room oversight, facilities requests, and emergency response duties Interested in learning more? Additional details regarding this position can be found in the position description . Work Schedule and Additional Information: Full-time employment, 37.5 hours per week Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with a 30-minute lunch. Telework: You may have the opportunity to work from home (telework) part-time, with a minimum of four days per week required 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.

This position ensures the smooth operation of the DOH Executive Office through coordinated scheduling, communication, and administrative support. It also helps maintain efficient workflows across the Executive Office. As an Executive Secretary 1, you will perform the following duties:

Schedule Management: Organize appointments, meetings, travel arrangements, and daily activities for the Secretary of Health and executive staff

Meeting Support: Prepare agendas, presentations, briefing materials, and talking points for key internal and external meetings

Communication Handling: Manage calls, emails, written correspondence, and interactions with high-level officials and visitors

Office Coordination: Oversee administrative functions including mail processing, supply ordering, and resource account management

Record Oversight: Update calendars, directories, and SharePoint lists, ensuring accurate and timely information for executive staff

Operational Assistance: Support fleet management, conference room oversight, facilities requests, and emergency response duties

Interested in learning more? Additional details regarding this position can be found in the position description .

Work Schedule and Additional Information:

Full-time employment, 37.5 hours per week

Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with a 30-minute lunch.

Telework: You may have the opportunity to work from home (telework) part-time, with a minimum of four days per week required 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: Three years of progressively responsible experience in secretarial work. Appropriate formal post high school secretarial training may be substituted for the required experience on a year-for-year basis; or Any equivalent combination of experience and training. Other Requirements: You must meet the PA residency requirement . For more information on ways to meet PA residency requirements, follow the link and click on Residency Guidelines. You must be able to perform essential job functions. This position is not subject to the provisions of a collective bargaining agreement or memorandum of understanding. You must be eligible for selection in accordance with merit system employment regulations. Recruitment Methods: Applicants must meet one of the following methods to be considered for this vacancy: Promotion Without Exam Reassignment ( Only current civil service employees in the same agency who hold the same or similar job title, with the same maximum salary, within the same occupational group or where there is a logical career movement, will qualify for reassignment .) Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher. Transfer ( Only current civil service employees who hold the same job title will qualify for transfer to another agency.) Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher. Voluntary Demotion Reinstatement ( Former civil service employees may only be reinstated to the job title from which they resigned. Current civil service employees are not eligible through reinstatement. ) Promotion Without Examination (PWOE): Class Restrictions for Promotion Without Examination Only - You must have or have held regular civil service status in one of the following classifications: Clerical Assistant 2 Clerical Assistant 3 Clerical Supervisor 1 Human Resource Assistant 1 Legal Assistant 1 Employees who previously held regular civil service status in the job title of the position being filled are also eligible for promotion without examination. The promotion without examination requirements are issued in accordance with merit system employment regulations. Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher. Applicants must have a minimum of one year in the next lower classes by the posting closing date with no break in service. 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. 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.

Minimum Experience and Training Requirements:

Three years of progressively responsible experience in secretarial work. Appropriate formal post high school secretarial training may be substituted for the required experience on a year-for-year basis; or

Any equivalent combination of experience and training.

Other Requirements:

You must meet the PA residency requirement . For more information on ways to meet PA residency requirements, follow the link and click on Residency Guidelines.

You must be able to perform essential job functions.

This position is not subject to the provisions of a collective bargaining agreement or memorandum of understanding.

You must be eligible for selection in accordance with merit system employment regulations.

Applicants must meet one of the following methods to be considered for this vacancy: Promotion Without Exam Reassignment ( Only current civil service employees in the same agency who hold the same or similar job title, with the same maximum salary, within the same occupational group or where there is a logical career movement, will qualify for reassignment .) Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher. Transfer ( Only current civil service employees who hold the same job title will qualify for transfer to another agency.) Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher. Voluntary Demotion Reinstatement ( Former civil service employees may only be reinstated to the job title from which they resigned. Current civil service employees are not eligible through reinstatement. )

Promotion Without Exam

Reassignment ( Only current civil service employees in the same agency who hold the same or similar job title, with the same maximum salary, within the same occupational group or where there is a logical career movement, will qualify for reassignment .) Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher.

Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and

(b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher.

Transfer ( Only current civil service employees who hold the same job title will qualify for transfer to another agency.) Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher.

Voluntary Demotion

Reinstatement ( Former civil service employees may only be reinstated to the job title from which they resigned. Current civil service employees are not eligible through reinstatement. )

Promotion Without Examination (PWOE):

Class Restrictions for Promotion Without Examination Only - You must have or have held regular civil service status in one of the following classifications: Clerical Assistant 2 Clerical Assistant 3 Clerical Supervisor 1 Human Resource Assistant 1 Legal Assistant 1

Clerical Assistant 2

Clerical Assistant 3

Clerical Supervisor 1

Human Resource Assistant 1

Legal Assistant 1

Employees who previously held regular civil service status in the job title of the position being filled are also eligible for promotion without examination.

The promotion without examination requirements are issued in accordance with merit system employment regulations.

Meritorious service is defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last regular or probationary performance evaluation showing an overall rating of satisfactory or higher.

Applicants must have a minimum of one year in the next lower classes by the posting closing date with no break in service.

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.

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.

3 years or more

2 but less than 3 years

1 but less than 2 years

Less than 1 year

Yes

No

If your education was acquired outside of the United States, you must upload a copy of your foreign credential evaluation report. We can only accept foreign credential evaluations from organizations that are members of the National Association of Credential Services (NACES). A list of current NACES members can be found by visiting www.naces.org and clicking the Evaluation Services Link.

You must attach your documentation prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a document to the application after it has been submitted.

90 credits or more

60 but less than 90 credits

30 but less than 60 credits

Less than 30 credits

Required Question