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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00038193 |
Description Activated On: 3/5/2025 11:36:21 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. As the Director, this position to oversees the functions of the agency’s Operations Office and makes policy decisions and provides advice and guidance in the areas of procurement, contracting, invoicing, safety, COOP, print production, records retention, purchasing card, US Bank Card, badging and facilities management, as well as other areas of responsibility for SERS, which is a quasi-independent agency with delegated authority and independent legal counsel. |
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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. Serves as the Director of the SERS Operations Office (“OO”). Administers program and provides managerial oversight, staff supervision, and leadership. Supports senior management initiatives and agency strategic plan. Coordinates, establishes, and monitors goals, objectives, and performance outcome measures for OO. Oversees the development, maintenance, coordination, and dissemination of training related to areas of responsibility. Provides support, written and oral reports, data, and summary documents for Deputy Executive Director for Administration, Executive Director, and other senior management as required. Meets bi-weekly with the Deputy Executive Director for Administration to discuss, review, and make decisions on office objectives, problem solving, and process changes for OO. Meets with senior management to discuss matters that have broad or agency-wide impact. Makes strategic recommendations regarding availability and use of funds, assignment of resources, continuity of operations, cost savings, service and procurement options, in alignment with agency mission, goals, and strategic plan. Assumes the role of project manager for significant and high visibility projects within OO. Provides oversight and direction to project team in accordance with agency established guidelines. Prepares annual budget request for OO. Identifies opportunities for cost savings to be realized to reduce funds required to support the needs of the division. Monitors spending to ensure compliance with approved budget allocations. Monitors spending for OO funding streams. PROCUREMENT/CONTRACTING/SUPPLIES Directs the supervision and management of the procurement program and staff that solely handle all complex RFPs, RFQs and other procurements for SERS. These are delegated from DGS to SERS, which is an independent agency for procurement purposes with delegation and independent counsel. Oversees the management of invoice processing, reconciliation, and payment tracking, as well as the processing of requests for payment processing for subscriptions, memberships, and conference participation. Manages the staff responsible for processing and securing checks received by SERS. Administers the agency’s Commonwealth Purchasing Card Program and Corporate Card Program. Coordinates the reconfiguration of existing modular furniture and procurement of new or additional furniture. Represents SERS as a member of the DGS Procurement Policy Committee or delegates to subordinate staff as appropriate. FACILITIES MANAGEMENT/LEASING Serves as the agency’s sole leasing coordinator with responsibility for coordinating new leases, exercising lease renewals, processing lease extensions, and for resolving leasing/building issues for facilities and parking for agency’s primary and field offices. Coordinates upgrades and responses to maintenance/repair requests in all SERS locations. Monitor facilities to verify services are being provided in accordance with each facility’s lease agreement. Travels to existing leased facilities and proposed locations for site visits. Collaborates with lessor for construction of new space and coordinates moving/relocation services as necessary. Processes and submits requests for rent abatement as necessary for non-compliant Lessors. Maintains, updates, and conducts verifications for Contractor Responsibility Program. Directs the maintenance and updating of the agency’s in-house Contract Tracking System. Monitors and coordinates lease requests/renewals. Serves as lessor liaison to relay building information and to address property concerns. Monitors resolution of central office facility concerns and routine building maintenance. Oversees the analysis of parking lease usage and needs. Manages the creation, updating, and execution Vehicle Parking License Agreement(s). COOP/SAFETY/BUILDING ACCESS Manages and supports agency’s COOP, safety & security liaison. Serves as backup COOP liaison for SERS. Utilizes BOLD software and ensures all SERS COOP plans are up to date and compliant in BOLD. Oversees and participates in development of training materials and testing of agency’s plan. Serves as primary point of contact to assist during active event. Provides guidance and input with updating plan based on information identified via After Action Review. Monitors employee and visitor security access requests. Ensures facility security needs are addressed for new and existing leased locations. Oversees agency’s GETS/WEP card issuance and testing. Provides monthly security access reports to other agency bureaus as necessary. AUTOMOTIVE/PARKING Manages staff responsible for parking assignments. Monitors for usage compliance with agency parking policy. Oversees in-house badge issuance. Ensures passes are issued and updated in accordance with specific individual roles. MAILROOM/PRINT SERVICES Directs agency mailroom, messenger, and reception services. Ensures adherence to agency requirements for processing of payments received via mail in SERIS. Review and approve associated entries. Evaluates print service needs to ensure adequate staffing and appropriate resources are coordinated. Serves as the agency’s Forms and Publications Management Officer with responsibility for implementing and overseeing the agency’s program consistent with the Forms and Publications Management Act (1982). SURPLUS/RECORDS RETENTION/INVENTORY Oversees tracking of non-OIT fixed asset inventory. Directs and provides guidance to staff in the performance of record retention and surplus duties. Handles technical challenges and assists with complicated requests. Ensures adherence to the Commonwealth’s established rules and procedures. Routinely evaluates the Record Retention policies to ensure they are still viable and reasonable as digital transformation is achieved. MANAGEMENT/POLICY Serves as the advisor to senior management/executive staff in areas of procurement, contracting, and facilities management. Participates in deliberations, providing advice on overall direction for areas of responsibility. Develops, coordinates, and directs implementation of OO policies and processes. Identifies new technology and ways to streamline processes related to function of OO. Interprets complex documents and processes (e.g., Management Directives, Procurement Handbook, policies, processes, Executive Orders, solicitation and contract documents). Recommends cost-savings opportunities for the agency. Attends and participates in meetings, group conferences, and vendor consultations. SUPERVISION Performs the full range of supervisory responsibilities. Plans, organizes, and assigns work to clerical and managerial staff to ensure implementation of work plans and to ensure deadlines are met. This includes regular review and updating of subordinate position descriptions. Monitors, evaluates, and provides feedback on performance. This includes conveying and referencing performance standards, coaching and counseling staff, conducting progress reviews, and completing employee performance reviews. Holds regular meetings with staff to coordinate various duties, discuss potential changes in processes, review analytical information, and establish deadlines for priority projects. Plans, organizes, and directs work by establishing goals and objectives, prioritizing projects, and assigning, reviewing, and evaluating staff’s work product. Creates and prepares position descriptions and performance objectives for all direct reports. Annually updates these to align with completion of the Employee Performance Review. Prepares interview questions and participates in interview panels. Manages schedules, telework plans, leave balances, and other personnel issues for team. Coordinates any employee relations issues with appropriate HR staff. Identifies and addresses training needs. Provides on-the-job training. Approves or rejects leave requests and monitors employee leave usage in accordance with absence program provisions. Works with agency HR staff to recruit and hire individuals. Attends seminars, conferences, vendor demonstrations, and other training opportunities to continually acquire knowledge in all aspects of the OO. Participate in the performance of subordinates’ work consistent with operational or organizational requirements. 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. The employee in this position completes responsibilities and makes decisions with significant independence, serves as a subject matter expert in the aforementioned areas, and provides advice and policy guidance to agency personnel. All decisions are made in the best interests of the agency and in accordance with applicable laws, regulations, policies, and guidelines. The employee in this position may implement changes to OO policies and processes as needed, ensuring any changes are in accordance with appropriate laws, regulations, policies, and guidelines. Collaborates with Chief Counsel’s Office as required to ensure adherence to law. |
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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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