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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00078952 |
Description Activated On: 5/9/2025 6:41:41 PM |
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. 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 PSERS Agency Continuity of Operations (COOP) and Records Coordinator serves a key role in consulting with agency lines of business to document, organize, and maintain information and records to ensure continued, effective, and efficient operations. As COOP coordinator, the incumbent is responsible for ensuring appropriate planning measures are completed to identify agency essential functions to be continued in the event of an emergency situation. This work involves an understanding of key business processes and the ability to document key inputs to ensure continued operations in the event of an emergency. Through this effort, the COOP coordinator also participates as PSERS Safety Coordinator, serving as the point of contact for workplace safety matters. As Records Coordinator, the incumbent is responsible for assisting each line of business in implementing enterprise records retention policy through employee onboarding/offboarding; monitoring agency disposal schedules; and monitoring protocols to ensure compliane with schedules. This work involves an understanding of enterprise records policy and existing PSERS business rules related to employee, member, employer, and other key agency records. While this work is often performed independently, the PSERS Agency COOP and Records Coordinator works closely with the Director of the Bureau of Administration, the Deputy Executive Director of Administration, and PSERS Office of Chief Counsel to ensure agency compliance with COOP and Records Management requirements. |
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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. Administers the agency’s safety program and non-HR elements of Worker’s Compensation reporting requirements to ensure compliance with state and federal laws, regulations, and standards; published directives; collective bargaining agreements; the Accident and Illness Prevention Program (AIPP); the Personnel Rules; and past practices. Creates, maintains, and regularly reviews all safety program goals and objectives, mandatory program elements, and appropriate protocols for the agency’s Accident and Illness Prevention Program (AIPP). Ensures worksites are inspected on a periodic basis to identify hazards and that identified hazards are addressed or are eliminated and investigates accidents to prevent similar occurrences. Ensures that emergency action plans are up to date for all occupied work locations including requirements for fire safety teams at headquarters and conducting/evaluating emergency evacuation drills once a year. Coordinates staff CPR/AED training with the vender. Analyzes loss data and prepares reports to determine effectiveness and identify injury trends. Chairs the agency Safety Committee. Prepares agendas and minutes, established committee goals and work assignments, clarifies rules and procedures. Administers and coordinates the agency's records management program to provide for the creation, maintenance, retention, transfer, and disposition of all types or records, regardless of format. Assists agency program area staff with the implementation of their records program, including inventory, analysis and scheduling of agency records according to established statutory and administrative requirements. Provides assistance to all agency staff and business areas to ensure records and information management plans and methods are established, maintained and in compliance with established agency and Commonwealth policies and procedures. This includes the interpretation and enforcement of rules, regulations, and policies of the records management program, while demonstrating support of the agency’s goals, mission and operating values. Serves as primary liaison and point of contact between the agency and the Commonwealth records management program as administered by the Pennsylvania Historical and Museum Commission's Division of Records Administration and Office of Administration – Office of Enterprise Records Management (OA-OERM) to ensure preservation and disposition of public records. Develops and conducts basic records management orientation training and departing employee records reviews for all agency employees. Coordinates transfer of agency records to the State Records Center and State Archives. Maintains open communication within all areas of the agency to identify new records and changes to existing records. Assists agency personnel with the physical inventory and analysis of records and implementation of their specific retention schedules. Serves as agency point-of-contact to receive, track, and timely respond to subpoenas. Collaborates with pertinent agency staff to gather responsive documents for review and approval by agency legal staff. Prepares template cover letters for submission to legal for review and ultimate submission in response to subpoena. Develops and maintains up-to-date and practical contingency plans in compliance with Commonwealth standards which assist the agency in quickly restoring operations after an emergency. Establish COOP related lines of succession and delegation of authority and alternate work locations with Memorandums of Understanding (MOUs) to ensure proper space and equipment is available along with continuity of communications to provide intra and interagency connectivity (i.e. vendors, investment consultants, etc.). Operates and maintains the agency’s phone notification system to inform staff of facility incidents or weather-related delays or closings. Provides expertise and support to management and business functional areas, as requested, when a business disruption occurs. Provides business continuity planning documentation and training to all employees having a need to understand the business continuity planning process. Monitors compliance for business continuity and test COOP plan for specific operating problems and situations to include walkthroughs, tabletop discussions, desktop tests, and alternate site testing of systems and processes. Researches and stays abreast of major threats which could impact agency business activities. Conducts meetings, prepares correspondence/written reports; provide input on agency policies/procedures; updates Bureau Intranet content, and speaks publicly to gather or give information, resolve complaints, eliminate program barriers, and engender support for program objectives of all areas of responsibility. Performs special projects and other duties as required or assigned such as agency recycling coordinator. This position is identified as essential - level 2. It supports a critical business function and when there is a declaration of an office closing, emergency or disaster, the incumbent may be required to participate/assist in those functions to aid the business continuity process. As such, the incumbent may be required to remain at or report to work at headquarters or an alternate site and be available or reachable by telephone during the recovery process. |
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. Works under limited supervision, with considerable latitude for the use of initiative, independent judgment, and decision making. This position controls and directs the PSERS business continuity, records management, and safety programs. The position has analytical, consultative, and administrative responsibilities for implementation and on-going maintenance of the agency’s policies and procedures for these areas. The incumbent has authority to make recommendations and provide guidance to managers concerning above listed duties. General instructions and guidance are given by the supervisor. Demonstrates proactive initiative for work assignments and projects which are often self-generated upon identification of problems or situations. |
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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. N/A 5. N/A 6. N/A |
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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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