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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00031574 |
Description Activated On: 9/28/2026 11:52:34 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 acts as the office manager for the Bureau of Veterans Home headquarters (BVH-HQ) office. It oversees administrative activities in the Bureau of Veterans Homes headquarters location at Fort Indiantown Gap. |
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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. Coordinates and discusses work needs and requirements with BVH-HQ leadership and plans and delegates associated tasks and assignments to subordinate administrative staff to ensure efficient workflow and completion. Manages administrative operations by providing direct supervision to Management Technician, and Administrative Assistant. Overseeing the office management operations for the BVH by examining and auditing the work processed by the administrative unit for accuracy and completeness, prioritizing work objectives, coordinating, scheduling, delegating work assignments and resolving problems; develops in-house procedures for current operations, reviews policy and procedures changes and interprets impacts; issues accurate job descriptions, performance factors and standards, rates and signs performance evaluations, monitors sick leave usage and takes corrective action when necessary; prepares reports and coordinates special projects; responds to first level grievances through investigation, reviews and issues disciplinary action in conjunction with HR; coordinates resolution of the complaints with the appropriate parties; conducts training, reviews training needs and makes training recommendations. Conducts special assignments and independent projects assigned by the BVH Leadership. Plans and coordinates projects with veterans’ homes management staff, vendors, and consultants. Conducts related research and writes reports, information papers, read-aheads, and decision papers outlining key findings and recommendations. Meets with the BVH Leadership for instituting programs, or program changes, for office-wide discussion, clarification and decision-making regarding problems, clarification and interpretation of procedures for purposes of uniformity and an update of the status of projects, assignments and clerical operations. Researches and analyzes the impact of administrative policies on operations, to include reviewing monthly reports from veterans' homes and other agency organizations. Responsible for administration, implementation and coordinator of intra and inter-agency clerical procedures, files and mechanics. Works with staff to ensure proper spending, coding and office practices are utilized in the execution of their duties. Act as a liaison, coach, educator, and trusted advisor to ensure team member actions are completed in compliance with Commonwealth, Legal and Departmental policies. Reviews all internally produced documents to include policy documents, regulations, directives, correspondence, and forms for correct and complete content, formatting, and for adherence to the OVA style guide and for relevance to operations. Develops and updates Policy Information Memorandums (PIM) for non-clinical subjects. Discusses changes and needs with BVH program managers and leadership and drafts and recommend new and revised PIM documents. Routes PIMs for review, discussion, and approval. Research current trends in long-term care facilities to include environment, staffing, amenities, and business practices. Compiles and summarizes ideas for Leadership's review. Locates references to the veterans' homes in the media and brings to Leadership’s attention. Assists the BVH Marking Director with generating marketing materials. Creates media materials in publisher so DGS/FTIG printshop can easily access and print, which expedites the process. Represents BVH leadership at meetings and provides them with after-action reports. Leads meetings as needed. Researches and identifies financial grants to support new and planned BVH initiatives. Works with the Division of Grants to develop and compile documents required for grant application submission and approvals. Ensures the staffing/complement charts, program and personnel listings, and other listings and charts are maintained. Manages the hiring process for the BVH. Assists BVH Leadership and hiring managers/supervisors with staffing needs and HR processes. Tracks complement, prepares/updates position descriptions, enters requests via Ask HR, approves postings. Coordinates with supervisors to schedule interviews and assists with proper interview techniques. Reviews interview questions to assure adherence to all applicable rules, regulations, laws, policies and procedures. Prepares interview packets, finalizes interview schedules, and sends out interview notices. Reviews selection packages and submits to Human Resources. Contacts candidate to offer position. Obtains all information necessary to transact new employee. Prepare the request to fill identifying the current classification and the requested classification. Launches ePARs for filling vacancies, position reclassifications, updating roles, changing supervisors, and other items. Reviews vacant position descriptions for completeness and appropriateness as it relates to the classification. Reviews essential functions to assure they meet all requirements of the Americans with Disabilities Act (ADA) and the position. Submits management-initiated reclassifications via ePAR/ServiceNow ensuring position description is up-to-date and all necessary documentation is included prior to submitting. Ensures the proper paperwork is submitted and approved for ADA accommodation requests. Tracks the status of the request. Process out-service training and COSTA requests for headquarters. Review requests to determine if all required backup documentation is included, appropriate rates for subsistence expenses and hotel charges were used, and appropriate funding codes are used. This includes review, evaluation and processing to appropriate persons for approval/disapproval providing all necessary information. Responsible for overseeing the manpower document to include tracking position reallocations and job creations. Advises Executive Director when positions are created outside of BVH office. Report on how those positions effect the budget and complement. Adjusts workflow management and controls due to reorganization and vacancies. Train new employees on the use of ESS for Travel Management. Assist employees with questions or problems they encounter with requests for travel expense reimbursements. Research and solve problems regarding travel expense reimbursement requests that have not been paid. Assist employees with determining appropriate per diem rates. Work with supervisors to submit requests for approval of Temporary Working Out of Class (TWOC) assignments. Prepares requisitions in NeoGov for HR needs. Assist new employees with the use of Employee Self Service and assist employees with problems associated with entering leave, viewing leave quotas, viewing pay statements, and problems they encounter while entering travel expense reimbursement requests. Research problems associated with workflow in Employee Self Service. Submit ePARs to update SAP roles as necessary to correct problems with workflow. Manage building access cards, authorize issuance of new cards for new employees and replacement cards for cards that are lost or damaged. Deactivate cards promptly that have been lost. Receives and reviews purchase and contracting requests from staff located at BVH-HQ to include special items required by the Deputy Adjutant General. Monitors the progress of purchases. Ensures that requests coincide with the overall BVH strategic plan and that other options are considered. Ensures requests are within BVH guidelines and are appropriate to the duties and responsibilities of the affected office(s) and employee(s). Works with the Division of Procurement and Contracting to implement approved purchases. Monitors the office equipment contracts and requests equipment service when needed. Serves as procurement contact for bureau; oversees P-Card holder, purchases office, field and supplies as well as approves shopping carts in ESS Develops and promulgates training to support the use of new software and other office technologies in BVH-HQ. Monitors expenditures for BVH-HQ offices. Reports shortfalls, trends, and unexpected expenditures to the Director. Ensures the BVH Quality Leadership Team reports initiatives, events, findings, and other items to each Veterans Home Advisory Council as required by the Centers for Medicare and Medicaid Services. Compiles information for submittal. Acts as the Shared Files Coordinator which is responsible to obtain access to the shared files for particular staff, update any documents in shared files and report and resolve issues; acts as the Controlled Documents Coordinator which is responsible for ordering and reconciliation of all controlled documents. Oversees the Membership procurement requests to ensure fees aren’t utilized for lobbying purposes. Oversees the telecommunications equipment for the Bureau headquarters personnel. Oversees the Bureau’s COOP plans and ensures updates are completed on a quarterly basis. Oversees the purchase and tracking of the Bureau’s IT resources. Ensures employees have the necessary software and licenses necessary for job completion. Manages bureau’s vehicle fleet. Performs work in accordance with the DMVA general safety rules and safety rules for this position. Immediately reports all workplace injuries or incidents to the supervisor; and/or immediately corrects any safety hazards in the work area or reports same to supervisor. Manages the office employee’s responsibility for building evacuation and emergency response. Performs other related duties as required. This position is considered a part time telecommute position. |
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. Manages and delegate's work. Reviews and approves purchases. Independently responds to requests for bureau information. Performs supervisory duties such as approving/disapproving leave and writing performance reviews. Refers escalation decisions to Leadership in situations where compliance, or policy (Legal or Departmental) are out of line with Commonwealth practices and directives. |
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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. 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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