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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00094089 |
Description Activated On: 4/8/2026 2:44:28 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. Provide administrative-staff analysis, research, evaluation, and liaison support for the Pennsylvania Parole Board’s Scheduling Unit. The role studies operations, develops and recommends procedures, prepares reports of findings, and advises administrative leadership to ensure statewide hearing schedules and special programs meet legal timeframes, resource constraints, and Board priorities. Staff relationship to an administrator; no routine supervision exercised. |
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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. 1. Statewide Scheduling Analysis & Planning Studies and analyzes institutional caseloads and operational constraints to prepare the Board Schedule. Synthesizes inputs from Board Members’ calendars, institutional parole staff, hearing coordinators, and other stakeholders to assign appropriate in-person and video conference days. Tracks and analyzes key data points, prepares projections, dashboards, and recommendations for administrators to optimize workload distribution. 2. Procedure Development, Evaluation, and Policy Support Conducts administrative studies of Scheduling Unit procedures. Evaluates efficiency, bottlenecks, and compliance with due‑process timelines. Prepares written reports of findings and recommendations. Drafts and updates SOPs, develops work standards, and coordinates implementation of procedural improvements. 3. Hearing Operations Compliance Independently determines hearing types and schedules in accordance with law and Board rules. Ensures time constraints and due‑process requirements are met for hearing types including Preliminary, Detention, Probable Cause, Violation, Revocation, Evidentiary, and Rescission. Develops monitoring tools to identify caseload risks and proposes corrective actions. 4. Administrative Liaison & Intergovernmental Coordination Assists administrative superiors in establishing and maintaining cooperative working relationships with DOC, county, and federal agencies. Represents the Scheduling Unit on committees and workgroups. Prepares briefing materials, reports, and operational summaries for leadership. 5. Face‑to‑Face Victim Interview Program Management Manages the program ensuring appropriate Board Members/Hearing Examiners are scheduled. Maintains database records, tracks throughput, and recommends process improvements. 6. Data, Reporting, and Fiscal Support Creates monthly/quarterly administrative reports summarizing workload distribution, operating metrics, and recommendations. Assists with projections of examiner utilization, travel requirements, and schedule‑driven fiscal impacts. 7. Stakeholder Communication & Correspondence Responds to inquiries and prepares correspondence for administrator review. Provides scheduling information to DOC staff, attorneys, and other stakeholders. 8. Training & Documentation Trains newly appointed hearing coordinators, maintains accreditation‑required documentation, and oversees training record submissions. 9. Tools & Systems Uses scheduling systems, OnBase, Microsoft 365, RAO systems, and SAP Concur to support administrative needs. 10. Related Duties Screens calls, processes mail, orders supplies, coordinates office machine maintenance, attends required training, and performs other related work as assigned. |
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. Employee makes decisions daily relative to Board Schedule and F2F. Ensures that the operations of the Scheduling Unit are conducted efficiently and effectively. |
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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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