JOB TITLE: DIRECTOR, BUREAU OF OFFICE SERVICES, DMVA

JOB CODE: 08751

DEFINITION: This is professional administrative work directing the Bureau of Office Services in the Department of Military and Veterans Affairs (DMVA).

The employee in this job directs and develops emergency planning and response programs, directs and controls departmental procurement and contracting activities, and directs federal and state records management, mail distribution, and print production. Work involves developing strategic procurement plans and policies involving shared state and federal funds; consulting with agency leadership on special and sensitive emergency planning and procurement matters; participating in emergency management exercises with federal and state organizations; and developing policies and methods to align records, mail, and print operations with federal and state laws and regulations. An important aspect of this work includes serving as the state officer in charge of coordinating support for the Pennsylvania National Guard during State Active Duty activation by the Governor. Supervision is exercised over professional, administrative, and technical staff. Work is assigned in the form of broad goals and objectives and is reviewed by the Deputy for Administration, DMVA, through reports and conferences for results achieved.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Directs and develops policy for agency procurement and contracting activities, including federal and state funds execution, vendor relations, inventory and property control, construction project contracting, and acquisition of all goods and services.

• Directs and develops statewide emergency management programs, policies, directives, and plans for state and federal agency organizations.

• Serves as the agency Officer in Charge for the Emergency Operations Center during State Active Duty to include overseeing coordination of support for state-activated PA National Guard emergency response efforts.

• Directs and oversees State Active Duty emergency response support activities, including procurement, logistics, payroll processing, communications management, spend authorizations, publication and distribution of federal orders, and reimbursements from the Federal Emergency Management Agency (FEMA) and the PA Emergency Management Agency (PEMA).

• Develops and maintains the agency Continuity of Operations Plan (COOP), active shooter plans, emergency plans, Continuity of Government Plans, and disaster recovery plans.

• Engenders and develops relationships and joint venture agreements with federal, state, and local organizations and governments, such as Emergency Management Assistance Compacts (EMAC).

• Monitors all expenditures for adherence to federal, state, and military funding requirements and to ensure the best application of shared state and federal funds.

• Participates in emergency management and response exercises and training with the PA National Guard, FEMA, the North American Aerospace Defense Command (NORAD), U.S. Northern Command (NORTHCOM), and the Department of Homeland Security.

• Directs and develops policies for departmental document creation and printing, mail receipt and distribution, and federal and state records management consistent with federal and state legal and regulatory requirements, including those from the Department of Defense.

• Develops and prepares budget and rebudget requests.

• Directs and oversees incident management, insurance claims, and property damage recoupment activities.

• Reviews proposed legislation for impacts on bureau operations.

• Performs the full range of supervisory duties.

• The employee in this job may participate in the performance of subordinates' work consistent with operational or organizational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the principles and practices of emergency management.

• Knowledge of the principles, processes, and techniques of emergency response and emergency response planning and preparedness.

• Knowledge of federal and state emergency management agencies and their roles in emergency planning and response.

• Knowledge of procurement methods, procedures, strategic sourcing, and best practices.

• Knowledge of laws, rules, regulations, and procedures impacting procurement and contracting functions.

• Knowledge of technical writing and contracting principles.

• Knowledge of federal and state records management and retention laws and requirements.

• Knowledge of operations, equipment, and machinery used in a production and distribution environment.

• Knowledge of the principles and practices of employee supervision.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to perform mathematical calculations.

• Ability to analyze written and numerical information.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• Nine years of responsible and varied administrative work experience in a federal, state, or local governmental organization, including three years in a managerial capacity in military, police, or emergency operations;

or

• An equivalent combination of experience and training which includes three years in a managerial capacity in military, police, or emergency operations.

SPECIAL REQUIREMENTS:

• This position requires possession of a Common Access Card (CAC) as issued by the federal Department of Defense within 6 months of hire.

• This position requires possession of a Level 1 Professional Continuity Practitioner certification issued by the Federal Emergency Management Agency within 6 months of hire.

• This position requires possession of an active motor vehicle license.