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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00065287 |
Description Activated On: 8/1/2025 11:30:15 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 is assigned to the Chief Operating Officer’s (COO) Office at the South Mountain Restoration Center within the Bureau of Hospital Operations/Office of Mental Health and Substance Abuse Services (OMHSAS) and provides administrative and clerical support to the COO and the departments under his/her direction, which provide administrative and non-clinical support services for the center (finance; purchasing; records management; food service management; facility maintenance management; and security). |
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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. Working time percentages are approximate and can change daily due to operational needs. 60% Reviews and analyzes processes and procedures and develops recommendations to improve or develop new processes/procedures. Prepares reports which include conclusions and recommendations to administrative problems. Projects assigned can range from review of a single departmental activity to issues involving total Center operation. Reviews DHS Administrative Policies, OMHSAS Policies, and Department of Health (DOH) or Federal regulations of consequence to the COO Office to determine if policies should be revised. Recommendations for revisions will consider both terminology, chain of responsibility, process changes made since last version, policy and process revisions needed due to changes imposed by oversight and regulatory agencies (DHS administrative policies, federal regulation changes etc.) Works with department managers responsible for impacted Center policies and processes by reporting recommended changes and assisting in work to changes in writing and practices. Evaluate, recommend, and develop methods and office programs, procedures, and general office administration for multiple departments. Programs developed address new needs within the department such as ways to track and monitor supply uses for new maintenance or renovation projects, tracking use and repairs of critical medical and resident equipment, tracking errors and discrepancies in contractor invoicing. Responsible for office procedures and general administration of the COO’s Office, to include review and revision of Facility policies/procedures. Prepares Center statistical reports and projection data to show status of current project completion, expenditures, overtime and salary payments and identify areas to be addressed to prevent issues. Reports involved are of a multiple and complex nature requiring the cooperation of all departments and particular significance for administration of the Facility. 10% Maintains record of manual paper files, SharePoint shared systems, excel and storage of documents for purposes of water and sewer plant testing and inspection reports, required by agencies such as DOH, Environmental Protection, Conservation and Natural Resources, General Services; critical preventative maintenance scheduling and tracking; plans of correction, permits, licenses, and COO staff files and leave tracing. Tracks use of supplies, equipment and staff resources utilized for events and emergencies eligible for State or Federal reimbursement. Addresses issues with departmental office equipment, trouble shooting and identifying issues so that technicians may be dispatched quickly. Monitors location of devices and supplies through clinical equipment inventory to assist in resolving issues of unmet resident needs. Recommends and/or places orders or adjustments to par values, reconciliation of invoices and contract purchase orders for management of allocated resources through contract term. Monitors work order system and inspection reports for completion of duties and reports to relevant department heads. Assesses departmental schedules and recommends or coordinates coverage of critical dietary systems which manage the resident’s meal plan, dietary restrictions (allergies, modified content, modified textures), resident preferences, food service production and nutritional analysis. Systems presently include Geri Menu, Point Click Care, and Nutrition Pro. Maintains and updates the master copy file of the Center’s Emergency Preparedness Plan and Administrator on Call Manual. Ensures annual review completed on each manual section. 10% Coordinates and tracks projects within the DOH Life Safety Database for which the division must complete a plan review. Monitors communications through the approval/denial/information request phases and provides updates to involved parties while maintaining record of communication and status. Works with Center staff assigned responsibility for work on each project and collects data, reports, and status updates from and maintains records of such. Submits updates to the appropriate external agencies at prescribed intervals and deadlines. Maintains satisfactory record of all requests, work, status, and completion as required by state and federal regulations and mandates. Throughout the processes detailed above, provides to the COO and Chief Executive Officer status updates and alerts of concerns. Assists the COO, as needed, in conducting confidential investigations and interviews and makes recommendations concerning the situation. Works with the COO, Managers and Human Resources Director in completing confidential reports regarding investigations of alleged employee performance issues. 10% Consults with external and internal departments and representatives, serving as confidential secretary for the COO’s Office in handling documentation of confidential plans and obtaining specific information; answering form requests; arranging and canceling appointments; sorting, opening and reviewing incoming mail, directing mail and inquiries appropriately; schedules meetings; attending and taking minutes of meetings; and discussing and advising on specific issues that affect the operation of the Center and the COO’s Office including researched or known information on past practices, identifying individuals to serve as resources or subject matter experts, providing responses to common inquiries based on known Center practices or policies or guidance prepared by the COO. Initiates correspondence and prepares memos and other correspondence for the COO, Facility Maintenance Manager, Facility Finance Manager, Food Service Manager, and Facility Safety Manager. Prepares and completes reports, surveys, and questionnaires in reply to requests from departments, central office, and outside agencies. Maintains a check on other Center departments so that survey deadlines are met. 10% Coordinates the credentialing/re-credentialing process for the medical staff and consultants. Maintains credentialing files. Manages travel arrangements for staff; coordinates and schedules their attendance at seminars, workshops, in-house training, etc. Prepares monthly travel expense vouchers for the COO and other department staff members as needed. Serves as the timekeeper for the department leads of the COO Office. Coordinates work with other administrative personnel to ensure consistent services and coverage of duties. Performs other related work 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 position functions with considerable independence and during the absence of the Chief Operating Officer, very autonomously because of the variety, complexity, and judgment on periodic decisions based on knowledge of Center policies and priorities of the Center’s objectives. Manages the day-to-day administrative functions of the COO’s office by planning, controlling, coordinating, and directing the workflow by structuring priorities and adjusting workloads to meet deadlines. Decides routines and priority of requests/calls/issues the Chief Operating Officer’s office. Other decisions are referred to the Chief Operating Officer. |
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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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