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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00093161 |
Description Activated On: 2/25/2026 3:46:40 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. This position serves as the technical expert for the Imaging Administration area within the Office for Information Technology and is responsible for the full administration and oversight of the Office of the Budget’s DocFinity Imaging System. The system integrates with the Commonwealth’s SAP platform and the PLCB’s Oracle ERP system to provide secure, reliable access to electronically stored financial documents. It functions as the official archival repository for all Commonwealth invoices used by the PA Treasury Department in payment processing, ensuring accuracy, compliance, and records retention standards are met. The incumbent oversees system performance, security, maintenance, and enhancements to support critical financial operations. This role also coordinates the delivery of imaging and related IT services to internal and external customers, ensuring timely resolution of issues and effective communication. Customer service excellence is maintained through the consistent application of ITIL best practices in IT service management, support, and service delivery. |
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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. Performs highly advanced technology duties in the areas of server access security, administrative services support, information technology support, application development and business process support in a distributed systems environment, involving developing innovative technology to solve or enhance advanced business processes. Responsible for hardware/software maintenance contracts and interfacing with contractors for advanced Imaging System enhancements or upgrades. Maintains version control of all software, including testing and installation. Manages license compliance for all imaging system software. Administers and maintains the Imaging system and related peripherals. Administers the SQL databases used within the imaging system. This includes the development, implementation, and maintenance of database transaction archiving and purge processes. Configuration and maintenance of database mirroring between sites. Monitors transaction logs. Manipulates tables and indexes as needed. Maintains database backup and recovery plan. Perform and monitor scheduled backups of all imaging databases. Monitors quality control of all databases and the image documents to which they point. This requires of knowledge relational database concepts and practices, as well as a detailed understanding of MS SQL and administration tools such as Enterprise Manager. Configures Imaging System related web servers including IIS installation, configuration and security management tasks. Must be able to create API calls to the imaging system and generate the accompanying URLs. Must have a firm understanding of IIS authentication and its implementation within the imaging system. Requires a working knowledge of “DocFinity INTRAviewer.” Monitors and tunes server for performance as needed. Uses performance benchmarking to maintain optimum server performance. Performs daily processing control checks, quality assurance, and activity log reviews. Utilizes capacity planning to ensure servers maintain adequate storage capability. Performs system integrity checks. Develops and maintains system documentation and activity logs. Documents all server, software and network configurations; backup and recovery processes; inventory information; server applications and their installation; and common troubleshooting steps. Maintains server procedures manuals and policies. Creates and maintains security for shares and ensures user accessibility. Maintains security and permissions through the use of Active Directory groups. Requires a working knowledge of NTFS permissions and share permissions as well as Active Directory. Uses log verification to monitor backup processes. Prepares for and documents recovery processes. Knowledge of backup procedures and strategies is required. Performs and monitors synchronization of Docfinity repository between primary and Offsite SAN Storage. Performs capacity planning to always allow for adequate storage capability. Performs hardware and software maintenance and troubleshoots hardware problems on the imaging desktop PCs as they arise. This includes calls for remedial maintenance and liaison with maintenance providers. Must be able to add and configure hardware and software as required for imaging related equipment. Monitors and tunes for performance as needed. Performs the installation, configuration, maintenance, and troubleshooting of high-capacity scanners used within the imaging system. Scanners must be configured for optimum performance while producing quality images. Configures and maintains communication between scanners and imaging applications. Develops and maintains user procedure manuals, policies, and scanner maintenance instructions. Maintains and publishes all user documentation through intranet site. Performs installation, configuration, and troubleshooting of the OCR (optical character recognition) software. The OCR software is used to extract pertinent information from scanned images and uses this information to create an ASCII text file that imports pointers and information about the image into the SQL database. Quality control of the ASCII output must be maintained. Responsibilities include creating form design of both bar code and standard written forms and configuring the OCR software and to extract the proper information to create an accurate ASCII output. This requires a good knowledge of the software “OCR for Forms” that is used within the imaging system. Performs installation, configuration, and troubleshooting of the imaging system’s storage and retrieval software. This includes installation of the import, workflow, licensing server, and full test search modules on various servers as well as the installation of client software that needs installed on desktop PCs of the imaging system users. Must use the administration module of this software to create users and groups, provide and administer security, and customize user attributes for optimal performance. Must be able to provide user support for the client module and create saved queries to expedite user searches. This requires a complete knowledge of the “Docfinity” software suite and all of its associated modules. Design, test, implement, and maintain workflows to support business processes. This is accomplished through consultations with customers and other agencies to re-engineer their business processes to enhance/automate services while reducing labor costs and moving toward a secure “paperless office” with audit capabilities. Requires a thorough understanding of “Workflow Designer” and “Workflow Server” Docfinity modules. Provides level 2 troubleshooting and problem resolution for the Desktop Services Section to resolve advanced technical user issues related to imaging system issues. Provide process troubleshooting, procedure review and user education. Requires a complete understanding of the complex imaging system and all of the various components and applications that need to communicate with each other within the system. Provides project management and coordination for imaging-related projects, including technical expertise and leadership for all phases of development and implementation. Utilize ITIL methodology to identify, track and close issues assigned by the Desktop Services Section including the preparation of issue status reports. Attends imaging-related meetings as needed. Serves as the primary contact for agency considering using the Imaging System. Other duties and responsibilities as needed to maintain Imaging System function at a level satisfactory to the Commonwealth. Performs other related duties as assigned, to include those outlined in the CoG Plan when the Plan is activated. Responds to the designated alternate or secondary location when directed in response to a catastrophic incident. |
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. The incumbent is responsible to resolve all technical issues related to the Office of the Budget Imaging System. This individual must thoroughly analyze issues and choose resolutions that will not negatively affect the security, operability, and availability of the Imaging System. This individual must meet with other agencies, vendors and contractors to acquire the information necessary to improve the Imaging System or expand the user base. This position will make all decisions on maintenance, upgrades and problem resolution. |
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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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