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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00024653 |
Description Activated On: 9/29/2026 6:59:01 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 is an advanced clerical position providing a wide range of assignments with considerable independence. Responsible for all administrative/clerical activities and serves as secretary to Division Management and the Plan Review Section in the Central Office. |
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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. The individual of this position is responsible for assisting in the direction and supervision of the daily operation and maintenance of the Plan Review Section in the Central Office. Assigned work is conducted independently. Description of Duties include the following: 1. Monitoring/reviewing all electronic plan submissions from facilities and architectural firms for accuracy and logging into Access database for tracking purposes • Verify completeness of electronic submission • Confirm accuracy of submitted facility information and remainder of plan review application • Contact submitter in reference to any discrepancies and troubleshoot as necessary • Works with the plan review department, the Administrative Assistant, and IT to support plan review operations, to include overseeing and troubleshooting the plan review SharePoint program. 2. Independently creates, develops and maintains databases and tracking for electronic plan submissions, including: • Creating/maintaining/changing External Business Partner (EBP) Libraries on SharePoint • Grant/remove permissions to EBP Libraries on SharePoint or any future system. • Create and maintain electronic files • Troubleshoot for EBP’s using SharePoint for plan submission • Update information in Access database throughout review process, including Plan Logs • Develops and maintains databases for the compilation of office documents relating to the plan review process • Creates Plan Approval Letters, post letters in Facility Master and forward Approval Letters to Administrators • Upload completed reviews to SharePoint for EBP’s, Field Offices and Licensing Divisions 3. Creates procedures/processes for electronic plan review including queries and tables in Access as needed or requested • Run Missing Worksheet Query • Run Incomplete Log Query • Run Completed Review Query 4. Acts as the Division liaison with regard to all electronic plans submitted and issues that arise. Using a broad spectrum of knowledge, independently arrives at solutions to unpredictable and random calls due to the diversity of Plan Review projects. 5. Independently provides services as a “key user” for the electronic plan process • Serves as first resource for health facility plan reviewers and supervisor, prior to contacting BIIT, on any electronic plan process issues • Troubleshoot and determine/complete corrective action when possible • Identify necessity to seek assistance through BIIT • Recommend overall business process changes as needed to address any ongoing issues 6. Independently researches, collects and compiles information for reporting purposes. 7. Other related duties include but are not limited to: • Enter monthly plan review data into Plan Reviewer Activity Summary Spreadsheet • Complete and send out yearly reports for EEO and Hazardous Materials • Create and maintain training spreadsheets to ensure all employees have completed mandatory trainings • Create forms, spreadsheets and databases, as needed • Close Drawing Index Numbers from occupancies • File documents and plans • Receive/review request for duplicate plan copies, handles checks coming in for payment of requested copies and ensures that the amount of the check is accurate and verifies that the request letter meets requirements and print requested copies from microfilm machine. These requests must be approved by the Plan Review Supervisor. • Forward TLW information to Field Offices and Director • Schedule regular maintenance and repairs for office equipment • Enter Service Now tickets as needed or requested • Provides clerical support for Harrisburg Field Office in the absence of their secretary. • Creates/updates desk manuals as new protocols are put in place. • Performs other 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. Independently creates EBP libraries for electronic plan review, reviews submitted plans from facilities and architectural firms for completion, as well as grammar and spelling. After reviewing submissions for accuracy, logs plans for tracking purposes, determines appropriate review path and starts workflow to continue the approval process. Independently creates, develops and maintains databases for electronic plan submissions. Creates procedures, processes and manuals for electronic plan review including queries and tables in Access. Independently acts as the Division liaison with regard to all electronic plans submitted and issues that arise. Acts as the Key User for all Central Office Electronic Plan Review submissions. Independently researches, collects and compiles information for reporting purposes for the Division Director, as well as other general office duties. |
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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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