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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00070411 |
Description Activated On: 6/29/2026 8:04:24 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. The Administrative Officer position is responsible for a variety of administrative duties involving planning, budgeting, purchasing, human resources and miscellaneous office services. The Administrative Officer supervises clerical staff in the Bureau. |
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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. Planning and Project Support: Assists in the preparation of operational plans for the Bureau of Engineering. Consults with the Bureau Director, HQ HR staff and the Bureau staff to determine work objectives and provides necessary support to carry out plans and achieve objectives. Responsible for project management tracking and planning in cooperation with Bureau Director and Division Chiefs. Responsible for tracking and expediting all Bureau contracts and purchase orders for materials, equipment and other related services necessary to ensure project completion. Assists in the coordination and development of programs, projects and job plans. Organizes and maintains operational plans such as functional statements, work objectives and schedules. Edits and combines information into an overall Bureau operational plan to ensure that divisions and sections are interrelated and operate within established budget. Monitors construction projects administered through the Department of General Services and provides administrative support as needed. Attends meetings with Executive Staff to discuss budgeting and human resource matters, and meet with Headquarters HR and fiscal staff quarterly. Budgeting: Coordinates the preparation and submission of the Bureau’s budget. Determines budget needs for Administration and gathers budget information from the Bureau Director and Bureau Staff to compile budget. Prepares the budget in a prescribed format and after consultation with the Bureau Director, submits requests to the agency Budget Analyst. Coordinates the re-budget and allotment of approved budget. Provides re-budget authorizations to Bureau staff. Compiles the finished budget into the Bureau’s operational plan and Budget document. Monitors the expenditures of budget allotments and provides for year-end encumbrances and extensions of prior year encumbrances. Advises and assists Bureau Staff in monitoring expenditures and meeting purchasing deadlines. Reviews encumbered documents for final payments and either extends or deletes the encumbrances. Monitors, summarizes and presents to the Bureau Director, monthly budget reports comparing year-to-date expenditures with budgeted allocations breaking out overtime used by the Bureau. Coordinates the submission of “project approved” invoices to the Budget Analyst for budget allocation (contingency fund). Coordinates the submission of information to the Federal Aid Coordinator for federal grants, off-road equipment, repair and maintenance costs and equipment usage hours. Coordinates proposals for supplemental budget requests for the Budget Analyst. Purchasing: Assists in coordination of contract administration for the Bureau. Assists in the tracking and monitoring of contract activity. Maintains encumbered purchase orders, field limited service purchase contracts, and invoice payments. Assists in the coordination of emergency contracts and service purchase requests. Supervises staff who use Commonwealth Purchasing Card (VISA) for purchases as needed. Reconciles VISA purchases using Works Program. Enters SAP orders as needed. Serves as liaison between Purchasing Agent, Budget Analyst and Bureau Staff. Advises, trains and assists Bureau Staff in SAP purchasing. Coordinates purchasing invoices and documents for contingency account summaries for Budget Analyst. Human Resources: Performs and coordinates field-related personnel tasks for the Bureau. Assist in filling positions, investigating safety issues and work related injuries, drafting performance standards, and conducting interviewing and orientation. Advises Bureau Staff on such matters as Civil Service rules, union rules, reference checks, Comp Time/Overtime, employee performance reviews, job descriptions, and class specifications. Assist Bureau Staff and HR with investigating work rule infractions. Initiates and coordinates personnel actions for the Bureau through the E-PAR process. Coordinate and process Worker's Compensation claims: Interprets and clarifies work related injury policies and procedures with objectives of improving safety and reducing lost work time. Reviews work related injury investigations to assist and advise Bureau staff in the management of work related injuries. Determines and coordinates required training for Bureau staff. Assists in the development of in-service training and conducts training as required. Coordinates the processing of new employees to the Bureau to include completion of required forms/documents, training and orientation. Advises, trains, and assists Bureau Staff in SAP Employee Self Service usage. Assists in the coordination of fire safety for at the Centre Region Office to include review of fire safety plans and conducting evacuation drills. Miscellaneous Office Services: Coordinates input of payroll data for the Bureau. Acts as liaison between Human Resources office and clerical personnel in payroll and leave input. Directs the computerized cost accounting system for federal aid reimbursement by reviewing compilation procedures and content and making changes in the reporting procedures if warranted. Oversees the preparation and record keeping for inventory the Bureau’s fixed assets. Supervision: Supervises clerical staff within the Bureau. Assigns and distributes workload to employees within jurisdiction. Distributes work assignments noted above to clerical staff as necessary to maximize effectiveness of the unit. Provides and assigns training as necessary. Completes performance evaluations. Performs other 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. Decision making for this position revolves around those related to budget preparation and administration, purchasing and planning, and decisions relating to assigned staff/employees. This position coordinates personnel issues and actions between the Bureau and Agency HR. |
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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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