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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071397 |
Description Activated On: 12/23/2025 10:35:24 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 AO2 reports to the Deputy Secretary for the Office of Administration and Management (OAM) and serves as a member of their senior staff. Provides primary agency-wide administrative/policy/programmatic support, prepares decision-making materials, acts on behalf of, represents, advises, raises potential upcoming challenges and serves as a main point of contact for the Dep Sec of Admin. Provides support to bureaus and offices reporting directly to the DS including Fiscal Management, Office Services, the Grant’s Center, the DEP Laboratory, and Center of Environmental Excellence. Manages department-wide complement, travel coordination and lodging/travel credit accounts. Executes key functional duties related to fiscal management, purchasing, contracts and human resources administration for OAM and other executive offices. Duties require regular multitasking and independent actions: Makes decisions. Solves problems. Devises solutions. Removes obstacles. Resolves conflicts. Anticipates needs. Exercises superior professional discretion and decorum. Fosters trust and camaraderie. Communicates clearly, concisely and consistently. Innovates wherever possible. Promotes efficiency. Researches complex and highly sensitive issues. Confers with subject matter experts. Compiles and analyzes information. Prepares reports of findings and recommendations. |
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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. FISCAL MANAGEMENT Identifies, monitors and reports on all actions related primarily to the General Government Operations fund, but also any other funds related to OAM or Secretary’s Office. Collects, analyzes and interprets financial data. Reviews open commitments throughout the fiscal year. Ensures all funds are used or liquidated to avoid lapses. Reviews and ensures proper cost and account coding. Must be familiar with the agency’s funds, cost centers, internal order numbers and general ledger codes and know how to apply and verify them. Prepares forms and justifications to support fund usage. Coordinates approvals. Communicates with intra-agency stakeholders regarding specific project costs. Reconciles files and reports with the Comptroller's Office. Ensures that all financial reports are complete, organized and readily available for use. PURCHASING & CONTRACTS Purchases all necessary items, supplies, software and equipment for OAM, Secretary’s Office, Communications Office, and expenses related to the monthly Environmental Justice and Citizen’s Advisory Council meetings. Prepares Electronic Purchase Requests, shopping carts and non-solicitation requests. Posts encumbrances and liquidations. Reviews invoices. Tracks payments. Resolves discrepancies. Generates SAP reports. Reviews and approves all purchase requests sent from the Purchasing Division that are outside of the simple parameters of a normal request; for the Secretary or DS; and other related operating and equipment purchases. Manages the administrative functions for contracts for OAM and Secretary's Office including payment of salaries for assignments under the Intergovernmental Personnel Act, leasing office equipment, purchasing of catering services, purchasing of fixed assets, co-sponsorship of various symposiums and conferences and memorandums of understanding. Pays invoices not under contract. Orders supplies from outside vendors. Manages and utilizes the DS office credit card. Ensures that purchases and payments adhere to established policies and procedures and are correctly coded. Reviews and approves the use of department funds for HR items related to DEP. Makes purchases as needed. HUMAN RESOURCES LIAISON Coordinates hiring actions for OAM, the Secretary’s Office, Communications, Legislative Affairs, the Grants Center, Small Business Ombudsman, Office Services, and other executive or deputate offices without administrative staff support. Facilitates recruitment, selection and placement for OAM and Secretary's Office. Works with senior management to fill vacancies, suggest classifications, provide guidance on position descriptions, interviews candidates occasionally and reviews final selection packages for accuracy and completeness. Reviews, analyzes and recommends final approval of all filling of positions for deputate and associated bureaus. TRAVEL COORDINATION Reviews and processes all agency out of state travel requests in the Commonwealth Out of State Travel Approval (COSTA) system. Intermediates between the agency and the Governor’s Office and Bureau of Commonwealth Payroll Operations. Makes recommendations to the DS as needed. Serves as the agency expert on travel related issues. Communicates and enforces Commonwealth and agency policies and procedures. Directs, interprets, and guides agency staff. Conducts trainings. Responds to inquiries. Troubleshoots unique travel challenges and emergencies. Approves all travel expense reports for payment. Serves as the agency’s contact for the Commonwealth’s Integrated Enterprise System (IES). IES is the Commonwealth’s enterprise resource planning system for budgeting, financials, procurement, supplier relationship management, payroll, human resources, travel, and reporting processes. Reviews and approves Out Service Training requests. Arranges all conference and travel reservations for the DS, and other executive staff as needed. Books and registers. Prepares travel documents. Submits expense vouchers. Works with the Commonwealth’s contracted travel agency -- Adtrav – through which all hotel, air and rental car reservations are booked. LODGING/TRAVEL CARDS MANAGEMENT Manages the agency-wide lodging and travel credit card accounts – single accounts used for agency staff without a corporate card. Reconciles accounts regularly. Collects and verifies account code information. Reviews monthly charges -- some months the card can have more than 100 uses. Determines correct funding sources and reallocates as needed in SAP. Monitors latest directives from the Governor’s Budget Office. Ensures that the agency is in alignment with current policies and procedures. DS SUPPORT Maintains signature authority on various matters for the DS. Proofs and reviews documents. Applies signature independently within pre-agreed upon protocols. Reviews and resolves contracts discrepancies prior to affixing DS signature. Maintains DS calendar. Schedules and reschedules appointments. Collects and organizes data needed for meetings. Assists with any coordination and planning. Prepares briefing documents as needed. Independently investigates and resolves issues at the direction of the DS. Independently authors and prepares routine correspondence for the DS signature. Prepares and distributes electronic communications to department and Commonwealth staff on behalf of the DS. Attends and serves as a designated lead on select committees for the DS. Provides analysis. Develops suggestions. Makes recommendations. Monitors, reviews and prioritizes DS correspondence. Acts independently on any administrative matters. Forwards for review as needed. Attends staff meetings and follows up on any admin matters that arise as a result. Screens visitors and phone calls for the DS. Responds to email inquiries. OAM & SECRETARY’S OFFICE SUPPORT Resolves problems for OAM staff, both large and small. Prioritizes, plans, maximizes efficiency of services delivery for the DS, Executive Assistant, and other OAM stakeholders. Maintains and updates the agency's administrative-related policies. Routes new and revised policies through the Offices of Communications and Policy for review. Posts the policy on the IntraDEP page. Analyzes and reviews current practices for operational effectiveness. Develops and writes new policies and procedures as needed. Ensures that OAM-related policies are up to date on the IntraDEP. Presents new procedures to the agency’s administrative staff on behalf of OAM. Provides oversight. Resolves intra-agency administrative matters. Functions as the Office Records Coordinator for OAM. Ensures that OAM adheres to its authorized retention schedule. Monitors all logged correspondence for OAM. Ensures due dates are met. Performs timekeeper duties for OAM, Secretary’s Office, Office Services and Grants Center. Enters working out of class hours. Updates work schedules and holiday leave for employees on alternate work schedules. Compiles and proofs the weekly reports of OAM bureaus into a report for the Secretary. Applies consistent format. Reviews and approves all printing requests for OAM, Secretary’s Office, Communications Office, and Small Business Ombudsman’s Office. Facilitates the yearly employee performance reviews for OAM. Ensures that they are completed on time and filed with HR. OTHER AGENCY-WIDE SUPPORT Reviews all agency overtime requests. Approves or denies on behalf of the DS. Recommends alternate actions as needed. Gives final approval after review by the Office of Fiscal Management and the Human Resources Delivery Center. Conducts an annual review of all agency memberships. Submits the agency’s authorized memberships list to Purchasing and the Comptroller’s Office. Compiles a detailed list of up-to-date memberships. Submits to the Secretary's Office for approval. Screens all membership requests. Researches as needed. Recommends approval/disapproval. Makes determinations on requests for new memberships based on established approvals. Processes the signature authorizations for the department. Keeps a list of the authorizations for current employees. Facilitates agency reorganizations. Resolves floor space selection, telecommunications needs and moving services. GENERAL Develops and maintains a variety of databases and spreadsheets. Maintains quality interpersonal relationship with both internal and external stakeholders. Follows all protocols to ensure proper handling of confidential materials. This job 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 any other job-related duties required by the DS. |
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. This is highly independent work performed with a minimum amount of supervision under the direction of the DS. Special projects are assigned by the DS and the Exec Assistant. Supervisor reviews performance by monitoring adherence to plans and schedules, receiving reports and other written materials, and through direct observation. |
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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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