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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00052780 |
Description Activated On: 1/29/2026 2:44:47 PM |
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 is advanced level administrative work. The position serves as the RCSOB Fire Marshall and liaison between OA Safety and the Department, as well as the Department Radio Telecommunications Specialist. Position is the primary lead in managing and specifying the Harrisburg area's security and access control systems, and the Rachael Carson State Office Building's (RCSOB) audio/video conferencing systems. Direct System Administrator and Coordinator for RCSOB/Laboratory/SCRO security systems. Position also serves as Department COOP Plan Coordinator and Assistant Move Coordinator. Responsible for a variety of other facility requests and issues. |
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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. This position is advanced level administrative work, supervising and administering a wide variety of office operations, with significant responsibility attached to duties. Analyzes a wide variety of Department equipment systems/needs including, but not limited to, P25 radio equipment, Security/Access Control and CCTV equipment, and conference room media technology equipment. Reports to the Chief, Facilities Management and Real Estate Section. Incumbent is expected to operate independently, drawing assistance from other areas in the Bureau and outside contractors, and to make decisions during emergency situations in RCSOB based upon precedence (when available) or independent thinking if precedent has not been set. Fire Marshal: Designated as Building Fire Marshal for the Rachel Carson State Office Building (RCSOB) emergencies, both during normal working hours and after-hours. Empowered to make analytical decisions for the agency within RCSOB with regard to safeguarding employee health and safety and mitigating damage. Examples of work performed include: Making immediate decisions in emergency situations affecting DEP facilities, DEP personnel, or DEP equipment involved in burglaries, fire, terrorism, or other situations within RCSOB. Reacts to emergencies within RCSOB to mitigate damage wherever possible by whatever means necessary. Coordinates with DGS Fire and Safety in order to maintain a current evacuation plan for RCSOB. Conducts after action reviews of RCSOB evacuations to include interviewing employees and supervisors. Implements changes to evacuation plan as necessary. Responsible for scheduling annual mandatory RCSOB Evacuation Training. DGS establishes training date. Incumbent responsible for notifying (via email) the Fire and Safety Team as to date and times of training. Notification must be sent in a timely fashion to enable maximum attendance. Coordinates with RCSOB Fire and Safety Team to ensure the completion of the annual online evacuation team training course. Incumbent also conducts monthly radio checks. Shares this responsibility with Section Chief and other designated employees. Department Radio Telecommunications Specialist: Provide both technical and administrative duties to the Department to ensure the reliability and consistency of the Department’s radio telecommunications systems. This position provides services in the operation, programming, and installation of the radio telecommunications system for DEP and coordinates maintenance for radio equipment through the Department’s maintenance contract. Conducts meetings and interviews with Department Emergency Response and Program staff to analyze and assess current equipment requirements and project future needs. Maintains agency fleet mapping, uses analytical skills to aid in the configuration of features and programming parameters within the Commonwealth’s trunked radio system. Acts as a liaison for the Department with the Statewide Radio Network Division (SRND) within PSP (Pennsylvania State Police). Troubleshoot for all types of radio communications issues. Contact appropriate vendor and coordinate problem resolution. Review orders to determine that correct equipment/services have been received. Establish cooperative working relationships with vendors on statewide contracts to be familiar with what they offer to obtain equipment and services. Maintain inventory for all radio equipment and locations through MCM Website, the radio asset control application provided by Pennsylvania State Police. Attend meetings as necessary. Access Control System Administrator and Coordinator: Analyzes security needs based on facility design during the construction of and/or relocation to new DEP facilities. Interviews supervisors and program staff to determine security system necessities and proper system design and layout to assure the highest level of security and employee access is available. Serves as DEP liaison with Vector, the DEP Security Contractor. Establishes and manages security codes, issuance of security clearances, production of security logs when requested by Capitol Police and the issuance of repair requests to the Security Contractor. As administrator of the system the incumbent must maintain the database, coordinate with customers including outside agencies and vendors for access concerns and maintain the tight security needed to assure the chain-of-custody in the DEP Bureau of Laboratories housed at 2575 Interstate Drive. Manages a security code system that services the needs of the employees and contractors while maintaining strict security according to existing policies. This is a multi-location and multi-agency effort in that the security systems are installed in the Laboratory Building and the Rachel Carson State Office Building. Thorough knowledge of access control systems and their proper use, benefits and capabilities is required in this position. Responds to after-hours security problems involving the system operation or contractor issues. Solicits contractors, makes decisions, and oversees security system installations for the Harrisburg area. Incumbent receives notice of changes of employee status from the Bureau of Human Resources and makes appropriate changes/inquiries to assure that the security system is updated as appropriate. Badging Officer: Serves as the Department’s Badging Liaison Officer to the DGS Security Office. All communications between the agency’s regarding badging runs through this position. Utilizes the Badge Request Power App to approve requests submitted by Bureau representatives. Types of requests include new, transfers, replacement, contractor, intern, and annuitant. Checks that requests have all required information, are accurate, and meet eligibility requirements. Incumbent acts as both the Agency Approver and Building Manager roles in the App. The Agency Approver approves the request sending it to DGS for scheduling, and the Building Manager role grants card reader access after the badge is received. Conference Room Media Technology Coordinator/Trainer: Serves as the single point of contact for all conference room audio/video resources available in DEP’s Central Office in RCSOB. Incumbent is responsible for analyzing current systems, interviewing program staff, and assessing future needs, working with contract vendors in the design of new systems or current system upgrades to provide DEP end-users with systems that are more intuitive and user-friendly. Incumbent must be up to date on current A/V presentation technologies and have experience operating and troubleshooting A/V resources currently available in RCSOB. Individual serving in this capacity must be able to train DEP employees on the proper use of existing A/V systems and any systems to be installed in the future. Incumbent is responsible for maintaining all systems currently available in RESOB and manages service requests for repairs, replacements, and system updates. Incumbent may be consulted by DEP Field Office staff, as well as staff from other Commonwealth agencies, concerning A/V equipment capabilities and specifications when they consider adding A/V capabilities to their conference facilities to provide them with system information. Assistant Office Move Coordinator: Assists in managing the move coordination during full building relocations, specifically moves involving DEP Regional and District offices as well as relocations of DEP support buildings, as necessary. In this capacity, incumbent attends pre-bid meetings with prospective moving contractors and is well versed in DEP move processes and is capable of answering any questions posed by the prospective contractors. Incumbent manages move logistics to ensure all items going from one location end up in their intended location at the new building. Works with DEP Surplus personnel to handle removal of surplus property at old location. Is on-site during entire move process to ensure moving contractor follows the terms of the contract, gets equipment/items to the proper locations in the new facility and to answer any questions/concerns that may present themselves during the move process. During a move, the Coordinator acts as the single point of contact for all questions related to the move. Following a move, the incumbent organizes the preparation of the origin facility to make it ready to return to the Lessor. Bureau of Office Services Continuity of Operation (COOP) Coordinator: Serves as the Bureau of Office Services Continuity of Operations (COOP) Coordinator. Responsibilities include preparation and maintenance of the Bureau’s COOP plan. Responsible for developing, coordinating, and managing all activities required for the Bureau to perform its critical support functions for the rest of the Department during an emergency or other situation that would disrupt normal operations. In addition, this position is responsible for identifying and coordinating the essential functions that must be maintained by each Division within the Bureau during an emergency or other situation that would disrupt normal operations. Become familiar and use the COOP software to prepare, maintain and use the Bureau’s Continuity of Operations plan. Meet with each Office Services Division Chief individually on a regular basis (a minimum of every 6 months) to keep the plan current for each respective Division. Review the plan monthly to ensure all information is up to date. Serves as the Bureau’s liaison with the Department’s COOP coordinator. AIPP Safety Inspections Assists OA Safety if needed with bi-monthly inspections of the RCSOB. Facility Management/Service Request Database: Responsible for responding to Facility Management issues within the Rachel Carson State Office Building. Works in conjunction with the Department of General Services. Reports facility issues to DGS and ensures these issues are addressed immediately. Tracks Facility Requests and issues on the Service Request Database. Responsible for maintaining the Facility and Security portion of the Service Request Database. Keys: Responsible for maintaining RCSOB key inventory. Includes keys for doors and furniture. Coordinates with DGS Key shop for new keys when supplies are low, or a new key is required. Signage: Responsible for maintaining all signage in the Rachel Carson State Office Building. This includes periodically walking floors to check signage for accuracy. Submits requests for changes/additions to signage so they can be ordered from DGS Sign Shop. Also responsible for ensuring the old signage is removed and replaced with corrected or new signage. Auditorium and Conference Room Coordinator: Responsible for RCSOB auditorium and conference room scheduling for all commonwealth agencies. Answers questions, provides tours, checks dates of availability, and provides accommodations for interested parties. Other Duties as Necessary: Promotes the Department’s mission. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. Responsible to respond to other situations/needs that arise from time-to-time including but not limited to after-hours response to emergency situations in the Harrisburg area. Incumbent is a designated Emergency Responder for purposes of response to Commonwealth Emergencies involving DEP or as needed elsewhere in the Commonwealth Complex. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor. |
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. Work is assigned on a general basis with discussions and due dates to ensure issues are identified and completed in order of priority and in a timely manner. Upon completion of projects, work is reviewed for quality and accuracy. If issues arise, appropriate adjustments will be made to avoid similar future issues. |
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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: N/A Licenses, registrations, or certifications: 1. Class C Driver's License 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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