Clerical Assistant 3

THE POSITION

Are you a self-driven administrative professional who excels under pressure? The Clerical Assistant 3 position within the Division of Vital Records allows you to support essential public health services while helping consumers obtain important records. In this role, you use strong communication and problem-solving skills to guide customers and keep processes running smoothly. You play a key part in maintaining accurate information that communities rely on. Bring your passion for service to a career that makes a genuine difference!

DESCRIPTION OF WORK

This role supports the statewide registry of vital events by assisting consumers, reviewing applications, and maintaining accurate records. As a Clerical Assistant 3, you will perform the following duties:

* Record Processing: Examine and process applications for vital event certificates and amendments to ensure accuracy

* Issue Guidance: Provide in-person advice on issues related to vital records, certificates, and permits

* Conflict Management: De-escalate situations when a consumer becomes impatient or angry about access to records or wait times

* Eligibility Review: Assess applicant documentation and eligibility for certificates and fee waivers

* Fraud Prevention: Evaluate applications and records for inconsistencies or indicators of fraudulent activity

* Data Management: Type information into the vital statistics system and maintain organized filing systems

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 4:30 PM, Monday - Friday, with a 60-minute lunch.

* Telework: You will not have the option to telework in this position.

* 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.

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY

QUALIFICATIONS

Minimum Experience and Training Requirements:

* One year as a Clerical Assistant 2 (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration); or

* One year of moderately complex clerical experience; or

* An 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.

Commonwealth employees who wish to use their seniority rights must apply to the internal posting for their seniority rights to be considered.

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.

Veterans:

* 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 and click on Veterans.

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.

EXAMINATION INFORMATION

* Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).

* Your score is based on the detailed information you provide on your application and in response to the supplemental questions.

* Your score is valid for this specific posting only.

* You must provide complete and accurate information or:

* your score may be lower than deserved.

* you may be disqualified.

* You may only apply/test once for this posting.

* Your results will be provided via email.

Learn more about our Total Rewards by watching this short video!

See the total value of your benefits package by exploring our benefits calculator.

Health & Wellness

We offer multiple health plans so our employees can choose what works best for themselves and their families. Our comprehensive benefits package includes health coverage, vision, dental, and wellness programs.*

Compensation & Financial Planning

We invest in our employees by providing competitive wages and encouraging financial wellness by offering multiple ways to save money and ensure peace of mind including multiple retirement and investment plan options.

Work/Life Balance

We know there's more to life than just work! Our generous paid leave benefits include paid vacation, paid sick leave, eight weeks of paid parental leave, military leave, and paid time off for most major U.S. holidays, as well as flexible work schedules and work-from-home opportunities.*

Values and Culture

We believe in the work we do and provide continual opportunities for our employees to grow and contribute to the greater good. As one of the largest employers in the state, we provide opportunities for internal mobility, professional development, and the opportunity to give back by participating in workplace charitable giving.

Employee Perks

Sometimes, it is the little "extras" that make a big difference. Our employees receive special employee-only discounts and rates on a variety of services and memberships.

For more information on all of these Total Rewards benefits, please visit and click on the benefits box.

* Eligibility rules apply.

01

Have you been employed by the Commonwealth of Pennsylvania as a Clerical Assistant 2 (or as a Commonwealth of Pennsylvania Clerk 2 classification or as a Commonwealth of Pennsylvania Clerk Typist 2 classification) for one or more years full-time?

* Yes

* No

02

If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experience must also be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

03

How many years of full-time moderately complex clerical experience do you possess?

* 1 year or more

* 6 months but less than 1 year

* Less than 6 months

* None

04

If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experience must also be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

05

How many semester credits of college coursework have you completed? If you are claiming credits/degree, you must upload a copy of your college transcript(s) for this education to be considered in the eligibility decision. Unofficial transcripts are acceptable. You must attach your transcript(s) prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a transcript(s) to the application after it has been submitted.

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 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.

* 30 credits or more

* 15 but less than 30 credits

* Less than 15 credits

* None

06

CS-INSTRUCTIONS You must complete the supplemental questions below. These supplemental questions are the exam and will be scored. They are designed to give you the opportunity to relate your experience and training background to the major activities (Work Behaviors) performed in this position. Failure to provide complete and accurate information may delay the processing of your application or result in a lower-than-deserved score or disqualification. You must complete the application and answer the supplemental questions. Resumes, cover letters, and similar documents will not be reviewed for the purposes of determining your eligibility for the position or to determine your score.

All information you provide on your application and supplemental questions is subject to verification. Any misrepresentation, falsification or omission of material facts is subject to penalty. If requested, you must provide documentation, including names, addresses, and telephone numbers of individuals who can verify the validity of the information you provide in the application and supplemental questions.

Read each question carefully. Determine and select which "Level of Performance" most closely represents your highest level of experience/training. List the employer(s)/training source(s) from your Work or Education sections of the application where you gained this experience/training. The "Level of Performance" you choose must be clearly supported within the description of the experience and training information entered in your application or your score may be lowered. In order to receive credit for experience, you must have worked in a job for at least six months in which the experience claimed was a major function.

If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.

If you have general questions regarding the application and hiring process, please refer to our FAQ page.

* Yes

07

WORK BEHAVIOR 1 - CUSTOMER SERVICE

Interact with the public, coworkers, or other personnel to gather information and act as a liaison between staff. Provide appropriate responses to inquiries; explain rules, regulations, and policies; provide follow-up with appropriate staff and department; and refer individuals to the appropriate area for assistance.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

* I have experience verbally answering inquiries and resolving issues or complaints.

* I have experience verbally answering inquiries but referred issues or complaints to the appropriate area for resolution.

* I have successfully completed college-level coursework related to communications, public speaking, public relations, conflict resolution, or interviewing.

* I have NO experience or coursework related to this work behavior.

08

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

* The name(s) of the employer(s) where you gained this experience

* The actual duties you performed related to the customer service you provided

* Your level of responsibility

09

If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.

* College/University

* Course Title

* Credits/Clock Hours

10

WORK BEHAVIOR 2 - RESEARCH

Research, review, and collect information from related resources to perform functions in accordance with federal and state laws, regulations, or policies.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

* I have experience researching records and files for various projects and reports. When given a topic, I was responsible for compiling all available documents from a variety of data sources.

* I have experience retrieving specifically requested records and files from a single records location.

* I have successfully completed college-level coursework related to research methods, statistics, research design and analysis, or data collection.

* I have NO experience or education related to this work behavior.

11

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

* The name(s) of the employer(s) where you gained this experience

* Your experience researching and compiling information from records and files

* The actual duties you performed

* Your level of responsibility

12

If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.

* College/University

* Course Title

* Credits/Clock Hours

13

WORK BEHAVIOR 3 - DATA ENTRY

Enter information submitted by staff into databases or spreadsheets to track and maintain records. Ensure the information included is accurate.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

* I have experience entering AND maintaining data in databases or spreadsheets. I was responsible for ensuring accuracy of the information submitted.

* I have experience entering data into databases or spreadsheets OR maintaining existing data. I was responsible for ensuring the accuracy of the information submitted.

* I have experience entering data into databases or spreadsheets or maintaining existing data but someone else ensured the accuracy of the information.

* I have successfully completed college-level coursework or training related to data entry.

* I have NO experience or coursework related to this work behavior.

14

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

* The name(s) of the employer(s) where you gained this experience

* The actual duties you performed related to data entry

* The type(s) of data you entered

* Your level of responsibility

15

If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.

* College/University

* Course Title

* Credits/Clock Hours

16

WORK BEHAVIOR 4 - WRITTEN COMMUNICATION

Compile information for emails, meeting invites, reports, memorandums, decisions, inquiries, agendas, correspondence, or other methods of disseminating information. Write and prepare correspondence ensuring that all information is accurate and complete in accordance with policies, standards, and legal requirements.

Levels of Performance

Select the "Level of Performance" which best describes your claim.

* I have experience writing documents or correspondence. I was responsible for the final content.

* I have experience drafting documents or correspondence but was not responsible for the final content.

* I have successfully completed college-level coursework related to business writing, technical writing, English composition, or journalism.

* I have NO experience or coursework related to this work behavior.

17

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

* The name(s) of the employer(s) where you gained this experience

* The type(s) of documents you wrote

* Your level of responsibility

18

If you have selected the level of performance pertaining to college coursework, please provide your responses to the items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.

* College/University

* Course Title

* Credits/Clock Hours

Required Question

Employer Commonwealth of Pennsylvania

Address 613 North Street

Harrisburg, Pennsylvania, 17120

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