Job Description

Posting number: N-2026-58812

Department: Department of State

Division: ST Notrs Comm Leg Off

Job classification: Clerical Assistant 2

Posting type: NCS External

Categories: Office and Administrative Support

Summary

Join the Department of State as a Clerical Assistant 2 and support the Office of Notaries, Commissions and Legislation. This role allows you to help keep important records organized and accessible. You will assist customers and handle important documents that support statewide services. Be part of a team where your accuracy and dedication make a meaningful difference.

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Examples of duties

This position provides clerical support to the Office of Notaries, Commissions and Legislation by assisting customers, organizing records, and processing official documents. The work ensures smooth operations and accurate handling of certifications and legislative materials. As a Clerical Assistant 2, you will perform the following duties:

• Customer Service: Assist walk-in and telephone customers with questions and service needs
• Record Maintenance: Maintain updated files and desk manuals that reflect policy and procedural changes
• Request Processing: Process certification and apostille requests and update logs to track status and details
• Inquiry Response: Respond to internet and telephone inquiries about notaries, certificates and related materials
• Correspondence Preparation: Prepare and type correspondence and certifications according to office procedures
• Legislation Handling: Record signed legislation, assign Act numbers and maintain computer indexes

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 8:30am to 5:00pm, Monday-Friday, with a 1-hour lunch.
• Telework: You may have the opportunity to work from home (telework) part-time. 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, PA. The ability to telework is subject to change at any time. Additional details may be provided during the interview.
• Salary: Selected candidates who are new to employment within the Commonwealth of Pennsylvania will begin employment at the starting annual salary of $36,831 (before taxes).
• You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

Qualifications

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.

Additional Requirements:

• You must be able to perform essential job functions.

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).
• 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 www.pa.gov/agencies/employment/how-to-apply.html 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.