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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00011034 |
Description Activated On: 6/9/2026 9:58:56 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. The Administrative Officer 2 (AO2) provides advanced administrative, analytical, fiscal, HR, and operational support for The State Museum of Pennsylvania. This role exercises significant independence and decision-making authority and ensures bureau-wide policy development, administrative oversight, and operational coordination across all divisions of the museum. |
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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. Administrative, Workforce Support, and Policy Management: Develops, revises, and implements bureau-wide operating procedures and administrative policies across HR, budget, procurement, IT coordination, professional development, safety compliance, and inventory management. Serves as the Bureau’s Human Resources Liaison, advising the Director and Division Managers on organizational structure, staffing needs, position management, succession planning, and documentation updates. Creates and manages the Bureau’s annual training plan, including needs assessments, compliance mandates, competency evaluations, and ongoing execution throughout the year. Coordinates bureau-wide communication, workshops, meetings, and administrative planning activities. Oversees bureau operations in the absence of the Director and Division Manager. Performs complex administrative analysis involving SAP timekeeping, BW reporting, COSTA/OST workflows, procurement tracking, and ServiceNow systems. Leads administrative components of modernization initiatives including SharePoint improvements, workflow automation, and service delivery enhancements. Oversees bureau supplies and equipment. Plan for, budget and procure supplies and equipment according to commonwealth purchasing directives and guidelines. The position will supervisor the bureau’s administrative assistance and any contractor positions within the gift shop and bookstore programs. Budget and Fiscal Duties: Prepares a variety of monthly reconciliation reports for earned revenue and expenditures, quarterly fiscal projections, and annual review on the bureaus budget. Prepares and reviews financial reports and budget projections for gift shops, event rentals, membership programs, and admissions. Prepares and reviews financial reports and budget projections for bookstore operations. This includes developing budget for costs associated with staffing, shipping and postage costs, packaging and material costs, and revenue estimates. Analyzes cost accounting data, SAP BW reports, and financial discrepancies; recommends corrective actions. This also includes tracking bookstore fulfillments under the current platform (Shopify) and assisting with migration to TEMMS. Prepares regular and cumulative financial reports for the Director, including revenue and expense summaries. Investigates discrepancies and coordinates resolutions with program staff and fiscal offices. Monitors credits, refunds, returns, and financial activity for accuracy and compliance. Will review financial statements from PHF for funds they hold on SMOP’s behalf and communicate any concerns to bureau director and BMS. Program Management (Gift Shop, Bookstore, Events, and Membership): Reviews and evaluates program and project goals for gift shop and bookstore operations to assess impact and effectiveness. Facilitates coordination with leadership and staff to establish performance goals aligned with mission and values. Develops, maintains, and implements gift shop and bookstore policies, procedures, operational plans, and compliance guidelines. Establishes the operational scope, processes, and performance measures for successful gift shop, bookstore, events, and membership operations. This includes running various reports both within SAP, Shopify, and the Ticketing and Event Management and Marketing System (TEMMS). Employee will prepare cost allocation invoices to return funds to other agencies that sell publications thru the bookstore. Develops, recommends, and implements policies for rental and use of event spaces. Develops processes for showing, scheduling, and booking event space rentals. Coordinates event space rentals, ensures compliance with usage rules, and approves overtime for event staffing. Develops and approves event space rental contracts and establishes fee schedules. Develops and implements policies, membership levels, pricing, and benefit structures for the membership program. Provides ongoing coordination, customer support, and program oversight. Markets and promotes the membership program in collaboration with visitor services and communications teams. Technology Coordination: Analyzes IT system needs, software licensing, ServiceNow workflows, and IT equipment lifecycle planning. Serves as the primary bureau liaison for ServiceNow requests including hardware, access control, and technology improvements. Supports upgrades and maintenance of point-of-sale systems used in ticketing, membership, and event management. Grants and Special Projects: Identifies applicable grant funding opportunities aligned with museum goals. Completes grant applications and coordinates all required documentation. Oversees and manages grant-funded projects including reporting, compliance, and financial tracking. Support special projects assigned by PHMC leadership, including cross bureau initiatives. Review, interpret, and recommend revisions to policies, procedures, and program operations. Manage stakeholder communication, expectations, risks, and timelines for assigned projects. Document accomplishments, outcomes, and lessons learned for continuous improvement. Provide administrative support to the Director of The State Museum, including scheduling, correspondence, and public inquiries. SAFETY & COMPLIANCE DUTIES: Follow all PHMC safety rules and procedures; report hazards and incidents promptly. Participate in safety committees and ensure compliance with required inspections and documentation. Perform other duties as may be required and assigned by the Bureau Director. |
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. The AO2 exercises broad latitude in establishing administrative methods, workflows, and processes. The position independently analyzes issues, develops solutions, and implements bureau-wide procedures. Only decisions with legal, political, or significant financial impact are escalated to the Director. |
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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: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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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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