Job Code Pay Scale Group Pay Scale Type Bargaining Unit Civil Service or Non-Civil Service Last Executive Board Change Executive Board Change History
08465 12 ST A3 N 999-99 09/13/2018

04/09/2009 08465


DEFINITION: This is administrative and managerial work directing the statewide administrative support, Guardianship programs, office services, and facilities management programs for the Department of Human Services (DHS).

The employee in this job directs a broad range of management programs and support services impacting department operations. Work involves planning, organizing, directing, and coordinating professional advocacy services under the Pennhurst Settlement Agreement; leasing and office space management; construction, maintenance, repair, and renovation of facility buildings and structures; safety and environmental protection; utility service utilization and operations of the buildings, grounds and physical plants of facilities operated or contracted by DHS; management consulting services; office services; automotive fleet management; and mailroom operations. The employee also oversees operations of Facility Guardian Offices involving the review and evaluation of the financial accountability and program effectiveness of the planning for and management of residents’ funds of assigned DHS facilities. In addition, the employee represents DHS on the Pennsylvania Emergency Management Agency's (PEMA) Council and is empowered to organize and commit the department's resources to meet any and all needs in the event of a declared emergency. Work includes developing DHS policy to ensure statewide implementation and execution of all PEMA requirements, and developing and implementing program goals, objectives, priorities, standards, policies and procedures to meet current and anticipated DHS management, physical plant, and office services needs. In addition, the employee in this job also recommends changes to department policies, standards, rules and regulations; serves as the principal advisor to DHS management on office services, Guardianship services, and facilities management issues and has frequent contact with program administrators, departmental officials, executive directors of county assistance offices, state operated facility directors and other state agency officials. Work is performed independently under the general direction of the Deputy Secretary for Administration and is evaluated for overall effectiveness and achievement of goals and objectives.

EXAMPLES OF WORK: Plans, organizes, directs and coordinates management support services and facilities and space management functions and ensures their implementation and statewide compliance.

Develops, implements, monitors and evaluates administrative support and facilities management goals, objectives, priorities, standards, policies and procedures.

Oversees the development and implementation of policies and procedures by Facility Guardian Officers.

Directs Facility Guardian Office operations and initiatives and participates in planning and implementation of corrective actions.

Coordinates professional advocacy services for persons with mental retardation in accordance with the Pennhurst Final Settlement Agreement.

Serves as the department's Chief Emergency Operations authority responsible for developing, executing, and coordinating PEMA requirements for all DHS facilities.

Consults with DHS executive management in directing the planning, development and implementation of emergency preparedness strategies and operations.

Ensures that all PEMA requirements are met and that emergency services are activated when necessary.

Directs the conduct of management studies and surveys to develop and improve administrative methods and practices.

Analyzes impact of proposed legislation on facilities management programs and support services and advises executive management of compliance/noncompliance once legislation is passed.

Confers with DHS executive management, the Department of General Services, and other state agency officials to interpret DHS support services needs and agency program requirements.

Directs and controls the state operated and contracted building maintenance functions for headquarters, field facilities and CAOs.

Controls, coordinates and assists departmental headquarter and field facilities with office space leasing activities.

Maintains DHS warehouse operations that procure, store and distribute DHS forms to departmental units.

Directs the analyses of Capital Project proposals and develops and prioritizes the agency's annual Capital Project list

Provides technical consultative services and directs planning, design and construction of projects and maintenance for DHS facilities.

Interprets and advises program managers and facility directors regarding impact of Federal, state and local laws, regulations and Life Safety Codes that pertain to physical plant operations for DHS offices, state operated facilities, and contracted service providers.

Directs the conduct of studies and analyses of office space utilization and needs.

Directs the development of leasing specifications and office design and space utilization standards.

Serves as liaison in negotiating and coordinating with the Department of General Services for advertisement of needed office space and parking facilities.

Evaluates bid proposals and site locations.

Determines renovations required for site locations.

Approves/disapproves encumbering funds for the Department of General Services to award lease agreements and renewals for leased sites.

Directs the monitoring of environmental conditions at state operated facilities and in leased spaces.

Recommends solutions and interacts with landlords to correct deficiencies in building structure or heating, plumbing, electrical or ventilation systems problems.

Negotiates contractual agreements and selects vendors to develop model office plans for leased spaces.

Provides guidance and direction on the design, preparation, composition, reproduction, control and distribution of all departmental forms, pamphlets and administrative manuals and bulletins.

Directs the analysis of records filing systems and the preparation of retention or disposition schedules for all departmental records.

Negotiates and contracts for needed services in leased and state-owned facilities and offices.

Oversees operational support for mailing and contracting for the distribution and delivery of high volume materials and regular mail.

Oversees operational support for managing the departmental automotive fleet.

Performs the full range of supervisory duties.

May participate in the performance of subordinates’ work consistent with operational or organizational requirements.

Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of the principles and practices of public administration.

Knowledge of the concepts, methods and techniques involved in management analysis and building/facilities management.

Knowledge of office management methods and principles.

Knowledge of the principles and practices of employee supervision.

Ability to analyze and interpret written and numerical information

Ability to establish and maintain effective working relationships.

Ability to communicate effectively orally.

Ability to communicate effectively in writing.

MINIMUM EXPERIENCE AND TRAINING: Seven years of professional experience in administrative management or building/facilities management, including three years in a supervisory capacity, and a bachelor's degree;


An equivalent combination of experience and training that includes three years of management or supervisory experience in administrative or building/facilities management.