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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00076628 |
Description Activated On: 4/21/2026 8:44:44 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. Administer and maintain the Department’s statewide Policy Management Program which includes Department of Corrections', Parole Field Services', and Bureau of Community Corrections' policies and procedures, directives, bulletins, and memorandums. |
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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. Develops and formats assigned policy/procedure revisions in accordance with established protocol to ensure proper formatting, grammar and punctuation. Works with the Business Owner and provides input when any questions arise from formatting and/or reviewing policy. Assigns issue and effective dates for all approved policy revisions approved for dissemination. Manages the process of review, coordination and collaboration of legislation impact on Department policy and procedure with the Office of Policy and Legislative Affairs and respective policy Business Owners. Provides technical assistance to Business Owners/designees regarding the development, revision, and updating of policy/procedures. Administers the Department’s electronic Policy Management System. This includes posting current policies/procedures; archiving previous policies/procedures; and ensuring all policies/procedures deemed public are put into PDF format and provided to librarians (for inmate access) and webmaster for DOC public website. Maintains the Policy-Procedure Waiver Request Repository on SharePoint. Routing waiver requests and updating the policy waiver tracking sheet to ensure waivers are processed in a timely manner. Maintains the Memos folder on SharePoint by ensuring all memos applicable to policy and/or procedures are posted to this folder for all staff to review and have access to. Disseminates all approved Department policies and procedures manuals to field and executive staff on policy distribution list. Ensures all inmate handbook policies and inmate memos are submitted to Spanish translation vendor to provide for all Spanish-speaking inmates. Maintains the DOC Policy Status Report by monitoring the current status of Department policies in the development, revision, and/or updating process. Maintains current Policy Review Sign Off Sheet template to process final review policy and procedures revisions through appropriate chain of command; i.e., Business Owner, BSAAC Director, Chief of Accreditation, Chief Counsel, Deputy Secretary (if applicable), EDSI, EDSC, Special Assistant to the Secretary, and Secretary. Responsible for continued familiarization and operation of policy/protocol document management processes in PowerDMS. Coordinates the annual review process of all Department policies by maintaining signed policy verification forms and updating ADM/Business Owner Listing. Manages the annual review of policy waivers and memorandums. Assists the Office of the Attorney General and Chief Counsel’s Office by researching policy/procedures archives to provide requested material in response to lawsuits and Discovery requests. Manages the contract and service requests for written language translation on behalf of the Department with the approved vendor. Responds to Right-to-Know requests regarding policy and procedures. Performs supervisory duties of subordinate staff assigned to this position. Attends the Operations/IGWF meetings as scheduled and is prepared to reference impacted policies of any approved recommendation(s). Responds to policy requests from persons outside of the Department or other state agencies. Submits goods receipts for all invoices against contracts maintained by the bureau. Performs other assignments as directed. |
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. Acts independently to meet routine requests. Consults with supervisor on significant and sensitive matters that may require higher level decision making. |
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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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