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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00010630 |
Description Activated On: 4/2/2025 8:04:40 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position serves as the Director of the Bureau of Office Services (BOS) in the Deputate for Administration (DFA), Department of Military & Veterans Affairs (DMVA). It is responsible for the direction and oversight of Procurement and Contracting, Emergency Management Preparedness and Response, Reproduction, Records Management, Mailroom, Claims Management and other related activities. Work requires review, research and knowledge of various federal, state, and healthcare regulations, National Guard mission requirements, Veterans Homes operations, and emergency management practices. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Supervise, control and direct procurement and contracting activities for all DMVA entities, including appropriate funds execution, vendor relations and management, and inventory and property control. Meet with directors on a continuous basis and make periodic visits to facilities to advise and consult on policies and procedures. Provide technical assistance and guidance to directors in acquisition of goods, services, and projects and administration of contracts for program areas. Contracts include goods, services and construction projects for the PA National Guard Readiness Centers, Facility Maintenance Shops, Air Guard Bases, Fort Indiantown Gap and Veterans’ Homes. Conduct meetings with Department Bureau Directors and Commandants with respect to construction project planning, and procurement and spending plans for both state and federal funds. Use assessments of past, present and future projections of contract, equipment and supply usage and needs to develop strategic Department wide procurement plans. Develop and monitor performance measures based on strategic plans. Coordinate the development of the department contracting and spend requirements. This is developed in discussion with directors and DMVA executive Staff to assess their future requirements. Review procurement documents to ensure their use is cost effective and coincides with established state and federal regulations and laws. Develop, implement and maintain policies and procedures for the preparation, review, and approval of all contract documents for the purchase of goods, services and construction. Serve as lead negotiator for contract terms and cost that effect Department wide goals and initiatives. Approve non-standard contracts and agreements for DMVA. Direct the Division of Support Services. This Division is responsible for document creation and reproduction, mail receipt and distribution, and federal and state records management. Oversee the implementation and changes to the agency’s system of mail receipt and distribution using the U.S. Postal Service, in-house couriers, and other methods. Develops and administers policies and programs for the management of forms and records in conjunction with the appropriate state and federal regulations. Ensure National Guard member records are maintained properly and access and transfer of files is completed appropriately and timely, and confidentiality of information is kept. Conduct meetings with Department Bureaus with respect to records retention and needs. Develop and monitor performance measures for records retention, access and transfer. Ensures the archival review of DMVA records to ensure historically important records are cataloged, stored and maintained appropriately and available to all interested parties. Develops and directs emergency management programs, policies, directives and plans for state and federal DMVA entities and facilities statewide. Ensure that all DMVA continuity of operations (COOP), active shooter, emergency plans, continuity of government and disaster recovery plans are up-to-date and staff is property trained on emergency response activities. Coordinate disaster response or crisis management activities and prepare emergency plans and procedures for natural, man-made or technological disasters for the DMVA. Directs the management of resources for COOP activations or other events that endanger the health and safety of humans or cause damage to property or assets. Ensures the Veterans Homes plans are compliant with all applicable state and federal healthcare regulations. Informs the DFA and Senior Leadership of items that pose an imminent threat to safety of individuals or property damage. Serve as the DMVA, Office of Administration officer in charge (OIC) for the Emergency Operations Center (EOC) during periods of State Active Duty. Oversee the coordination of support for the Pennsylvania National Guard activated for emergency response. Develop work shift assignments to ensure adequate coverage for the duration of the operation or emergency. Direct and oversee the publication and distribution of state active-duty orders, communications management, spend authorizations, and other emergency response support activities. Determine allowable State Active Duty activities and advise the Adjutant General, Pennsylvania Emergency Management Agency (PEMA), and Federal Emergency Management Agency (FEMA) on viable courses of action for emergency response. Direct and oversee the reimbursement of expenditures for the use of federal equipment and resources, the transfer of emergency funds to DMVA and the reimbursement of PEMA funds for SAD activities from FEMA. Reviews and makes determinations on sensitive or controversial items, responds to questions and keeps leadership informed of program activities. Direct the planning and coordination of Special State Duty payroll processing and logistical support activities. Oversee the payroll processing, file transfers, special pay terms, pay calculation updates, pay issue resolution, and overpayment recoupment for State Active Duty and Special State Duty pay processing. Determines updates and resolutions for PA National Guard payroll processing and works with the Office of Administration (OA) and Integrated Enterprise System (IES) for system changes. Participate in the development of the Commonwealth’s emergency exercises. Participate in workgroups, training, and exercises with PA National Guard, FEMA, NORAD, NORTHCOM, Homeland Security and, when required, speaks before a variety of individuals and groups to provide information and assistance, or to answer questions about State Active Duty operations. Direct the tracking, analysis and request for reimbursement of DMVA funds for expenditures and commitments covered under Federally Declared Emergencies through FEMA. Direct and oversee the incident management, insurance claims, and property damage recoupment activities. Meet with the Adjutant General to consult on issues, policies, and other special situations, which materialize in conjunction with BOS activities and new initiatives. Direct the planning, development, coordination, implementation, and evaluation of new programs, projects and initiatives for DMVA. Forecast potential concerns for new programs and initiatives and develop courses of action. Resolve unanticipated problems and ensure operations continue and effective use of state and federal funding. Identify the most effective use of monies required to support various ongoing federal and state projects. Prepare annual BOS budget projections and submits final budget requirements to the Bureau of Budget and Finance. Oversee the implementation of National Guard Bureau (NGB), U.S. Department of Veterans Affairs, U.S. General Services Administration and Department of Defense regulations and policies relative to BOS activities. Provide recommendations to federal policy changes affecting DMVA. Review updates to federal policies, determine how they affect DMVA, implement changes to internal policy and procedure to ensure compliance with federal regulations. Coordinate with Federal Agencies, such as the U.S. Department of Veterans Affairs and U.S. General Services Administration to develop cooperative relationships and agreements for programs that would recognize a cost savings or efficiencies for DMVA and the Federal Agencies. Coordinate with state and local officials and community organizations to build relationships and enter into joint ventures that are equally beneficial and will enhance the Department’s programs. Prepare responses to inquiries from members of the PA legislature, and state and federal officials. Complete impact analysis of new or updated legislation for the DMVA Office of Policy, Planning, and Legislative Affairs (PPL) and Executive staff. Coordinate with PPL and the Office of Chief Counsel and develop new language for Codes and Pennsylvania Military Regulations (PMRs). Provides information to the media and assists the Public Affairs Office, (PAO) in preparing news releases and responses on BOS related items. Direct the preparation of program plans, assigns work, determine workflow and evaluate the effectiveness of program and operating polices. Direct the creation of reports to evaluate the effectiveness of BOS operations. Analyze data for the purpose of improving bureau workflow, efficiency, performance, and any other aspects of operations depending on current needs or deficiencies. Develop a strategic plan for all BOS functions that includes performance measures and service goals and ensure adherence to the plan. Coordinate between DMVA staff, other state agencies and Federal Agency staff to ensure operations support current and strategic DMVA plans and goals. Perform director duties such as plan, assign, and review work, conduct performance evaluations and prepare or review Employee Performance Reviews, approve or disapprove leave requests, interview and select applicants, resolve employee issues and complaints, resolve conflicts between work groups, resolve or make recommendations to resolve grievances, implement or make recommendations for disciplinary actions, evaluate and fulfill staff training needs, ensure appropriate staffing levels, evaluate overtime requirements, and provide input for federal counterpart staff reviews. Obtain a Tier 3/Secret Eligibility Determination clearance (DoD Secret Clearance) or equivalent. Ensure appropriate handling of information and SIPR access and adherence to all Department of Defense regulations regarding sensitive information. Performs related duties as required. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. This position requires significant independent judgment in determining actions required to provide and maintain continued operations and efficient processing of items. Exercise initiative and independent judgment within a broad framework of existing statutes, regulations and policies. Makes daily decisions in all the areas of the Bureau of Office Services. Makes decisions related to prioritization of work and funding execution. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: CAC Access (clearance) for certifications below. Licenses, registrations, or certifications: 1. OTHER 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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