Administrative Secretary - Office of Human Resources

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The First Judicial District of Pennsylvania (“FJD”) is the Philadelphia County Court System and is composed of two courts: the Court of Common Pleas and the Municipal Court. The mission of the FJD is to adjudicate cases and provide services to the community within our jurisdiction while ensuring fair, timely, and accessible justice to the people of Philadelphia. The FJD is part of the Unified Judicial System reporting into the Pennsylvania Supreme Court of Pennsylvania.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Job Description

Position Summary:

This position provides routine, confidential, clerical, secretarial and administrative assistance to the Office of Human Resources.

Work is of a confidential nature and requires significant contact with members of the judiciary and court administrators. Assignments require evaluative thinking and independent action. The employee in this class is directly supervised by an administrative superior.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Essential Functions:

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Gathers resources material for meetings and training sessions.
• Processes Sage password resets for employees and processes time taken.
• Assists supervisor by disposing of administrative details as assigned.
• Serves in a liaison capacity gathering facts and transmitting answers to correspondence.
• Receives and interviews telephone callers and visitors to the office.
• Makes and cancels appointments for supervisor.
• Receives complaints and requests for information and directs caller to appropriate party.
• Performs typical secretarial functions such as maintaining office filing systems, setting appointments, answering phones, ordering supplies, greeting visitors, and preparing daily activity reports.
• Composes, types, and revises letters, memos, reports etc.

Marginal Functions: 

• Operates office equipment such as a photocopier, calculator, fax machine.
• Performs related work as required.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Competencies, Knowledge, Skills and Abilities:

• Extensive knowledge of English grammar, spelling, punctuation, and arithmetic.
• Considerable knowledge of office practices, procedures, and equipment.
• Considerable knowledge of departmental rules, regulations, procedures and functions and the ability to apply these to work situations.
• Ability to work independently on difficult or complex clerical tasks.
• Ability to maintain complex clerical records and prepare accurate reports.
• Ability to exercise good judgment, courtesy, and tact in receiving office callers and in making appropriate disposition of problems.
• Ability to establish and maintain an effective working relationship with associates, members of the judiciary, court administrators, attorneys, and the general public.

Work-Life:

Working hours are 40 hours per week. This is a full-time, in person position with the First Judicial District of Pennsylvania.

Qualifications

1. High school diploma or equivalent

2. Three years of administrative experience

OR

3. An equivalent combination of training and experience providing the characteristics required to perform the

essential functions of the class may substitute for those listed.

4. Extensive knowledge and experience using computers and Microsoft Windows applications; Outlook,

Word, and Excel.

5. Ability to perform the essential functions and work in the environment of a position in this class. 6. Covid-19 vaccination is recommended.

Additional Information

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Salary Range: $43,207 - $47,350 (G14)

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 4 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx