|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00068372 |
Description Activated On: 6/2/2026 11:47:25 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 highly responsible administrative and professional work as the Executive Assistant to the Deputy Secretary for the Office of Medical Assistance Programs (OMAP). As Executive Assistant to the Deputy Secretary, employee functions as an integral part of the senior management team of OMAP and is responsible for carrying out a wide variety of high level and sensitive staff assignments, assisting the Deputy Secretary and OMAP Chief of Staff in the development, implementation, administration, and evaluation of the Department of Human Services(DHS) Medical Assistance (MA) Programs. |
|
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. Research, reviews and compiles MA Program information for the Deputy Secretary and OMAP Chief of Staff. These materials may be needed and used for policy development, program administration, decision-making, public meetings, and speaking engagements. Researches various administrative and program initiatives and activities in order to advise the Deputy Secretary and OMAP Chief of Staff on issues, and prepares recommendations on options/actions. Is proactive in anticipating the needs of the Deputy Secretary by staying current on Department issues and initiatives in conjunction with meetings and upcoming events where this information would inform the needed materials. Prepares speeches, presentations, and talking points on key program initiatives, accomplishments, and healthcare issues for the Deputy Secretary and other senior executive staff representing OMAP at national and state conferences, stakeholder meetings and other high profile public forums. Prepares routine and/or special ad hoc reports as requested by the Deputy Secretary on varied subjects including, but not limited to, program changes, status reports, and informational reports that require an integration of information from the diverse program areas. 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. Research, reviews and compiles MA Program information for the Deputy Secretary and OMAP Chief of Staff. These materials may be needed and used for policy development, program administration, decision-making, public meetings, and speaking engagements. Researches various administrative and program initiatives and activities in order to advise the Deputy Secretary and OMAP Chief of Staff on issues, and prepares recommendations on options/actions. Is proactive in anticipating the needs of the Deputy Secretary by staying current on Department issues and initiatives in conjunction with meetings and upcoming events where this information would inform the needed materials. Prepares speeches, presentations, and talking points on key program initiatives, accomplishments, and healthcare issues for the Deputy Secretary and other senior executive staff representing OMAP at national and state conferences, stakeholder meetings and other high profile public forums. Prepares routine and/or special ad hoc reports as requested by the Deputy Secretary on varied subjects including, but not limited to, program changes, status reports, and informational reports that require an integration of information from the diverse program areas. Assists the Deputy Secretary and OMAP Chief of Staff in development of OMAP goals and objectives, monitoring accomplishments in order to meet established program and DHS goals and objectives and to take action on critical issues. Consults with the Deputy Secretary and OMAP Chief of Staff on issues relating to policy, operations and administration of OMAP. Directs assignment to OMAP bureaus of incoming oral and written inquiries, website (PaMedicaid) inquiries, correspondence, legislative analysis requests, Right To Know Law (RTKL) requests and other tasks assigned via the OMAP Correspondence Tracking System (CTS). Monitors CTS assignment completion, expedites required actions, the Deputy’s and other executive approvals and sign-offs as necessary, and advises the Deputy Secretary and Chief of Staff on policy implications, program relevance and issues. Drafts correspondence for the Deputy Secretary when issues crosscut other offices in DHS or within OMAP, and/or directs assignment to the proper Bureau(s) when appropriate. Assures correspondence drafted on behalf of the Deputy Secretary meets required formatting, language use and policy position. Develops agenda for weekly executive group meetings and prepares draft of weekly reports for the Deputy Secretary’s signature. Participates in inter-agency and intra-agency meetings for OMAP. Liaison for OMAP with the Office of Legislative Affairs in order to advise the Deputy Secretary on legislative activities which affect the MA Programs. Liaison for OMAP with the Communications Office in order to provide that Office with needed program and administrative information for the Secretary’s meetings, press releases, speaking engagements, and to respond to queries from news reporters. Liaison for OMAP with the Secretary’s Special Assistants in order to facilitate the processing of documents and correspondence, to provide program information concerning MA Programs, and to coordinate the development of speeches for the Secretary. Liaison for OMAP with the RTKL Office in order to appropriately respond to requests submitted through that office. Leads special projects/initiatives and facilitates work groups as designated by the Deputy Secretary. Responsible for the oversight of the Medicaid Research Center including the interagency agreement, budget, amendment, tasks, approvals, meetings and distribution of work product. Serves as a point of contact for external agencies, including the Centers for Medicare & Medicaid Services (CMS) and the National Association of Medicaid Directors (NAMD). Handles personnel, supervisory responsibilities, and operational matters in the absence of OMAP’s Chief of Staff. Other duties as assigned. |
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. Makes decisions without supervisory review in order to compile Program Information for the Deputy Secretary for use in policy development, program administration, public meetings and speaking engagements. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|