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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00096450 |
Description Activated On: 9/4/2026 9:17:57 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 employee directs and coordinates for the Department of Labor & Industry (L&I) all activities related to the creation, retention, storage, archival, and disposition of records (in any format) as part of the Commonwealth’s Records Management Program. Provide management and leadership as supervisor in the operations of the Records & Technology Section in the Management Services Division of the Bureau of Administrative Services which supports the agency in providing critical and essential functions in forms and document creation, printing, and mailing. Manage technology device utilization and procure all bureau information technology (IT) resources, provide analysis and development of workflow processes in creating more efficient and cost effective methods of operations to achieve program objectives and standards of performance, and develop and maintain the bureau’s Continuity of Operations Plan as COOP Planner. |
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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. • Manages L&I’s requests for release of public information through the Right to Know Law (RTKL) and serves as the appointed Agency Open Records Officer (AORO). The responsibility of the AORO is to receive requests submitted to the agency under Act 3 of 2008, direct requests to appropriate persons within the agency or other agency, track the agency’s progress in responding to requests within the timeframes established by the Open Records Office (ORO), issue interim and final responses, collect fees if necessary for copies and postage, and obtain review and approval of all documents to be disclosed by an Office of Chief Council RTKL legal liaison before release of any information. Document and maintain all requests, interim activity and responses in a spreadsheet and files in an RTKL resource account and retain for the required records retention. Prepare monthly statistical reports for the ORO. Update the L&I public RTKL website and forms as needed. Assists IT in educating other agencies regarding the L&I RTKL software. • Responsible for supervising a staff of Management Analysts and a Management Technician. This includes the general supervisory duties of training, assigning, directing and evaluating work, writing position descriptions and essential functions, completing performance evaluations, counseling and disciplinary actions, time/leave review and approvals, and supervising work processes which affect multiple bureaus and offices within L&I and requires research, extensive coordination and implementation between other commonwealth agencies and private contracted vendors. • Supervise the Records Management Program for L&I; serve as an Alternate Records Coordinator for the agency in an emergency. Evaluate records and their descriptions/maintenance/disposal for the agency. Oversee the records management program and provide guidance and direction to the agency Record’s Coordinator. It is imperative to maintain a thorough knowledge of all records management practices and policies as directed by Commonwealth Executive Order, Management Directives, and Manuals. Participate in advisory committees, training and implementation, and process improvement panels with the Office of Administration (OA) Office of Continuity and Records and Information Management (OCRIM), Pennsylvania Historical and Museum Commission (PHMC) and the State Records Center (SRC). • Primary non-technical bureau advisor with the Office of Information Technology in IT related matters. Manage all technical resources: PC’s, software, multi-functional printers, internet/analog telephones and telecommunications, associated training, etc., and the data, voice, and electrical changes associated with relocation and additions to all bureau equipment (print/mail) due to renovations or work flow process changes. Researches and recommends equipment, software, projects, services and problem resolutions to Division Chief. • Primary ServiceNow supervisor/coordinator for bureau’s technology inventory management system. Review and approve change requests, generate reports, and analyze the bureau’s IT inventories as related to program need, maintenance requirements and obsolescence or end of life. • Plans, coordinates and conducts studies to determine best practices and more efficient methods of performing departmental operations. These organizational studies and projects focus primarily on the Bureau’s responsibilities to provide direct management, guidance and education in the department’s records management program involving the creation, maintenance, archiving and disposition of official records, and forms and publications regarding design and document management, and workflow processes involving technology and print equipment evaluation and utilization. Current and past studies include: print device consolidation study, forms management tracking system (FMS), property inventory management system (PIMS) and records management system (RMS)- file plan database. Participates in multi-bureau process analysis and solutions to provide agency-wide cost effectiveness and efficiencies. • Bureau Continuity of Operations (COOP) Planner to the agency. Develops and maintains the Bureau Director’s disaster recovery plan for BAS, including current records of critical and essential business functions, alternate sites, essential personnel, vital records, equipment needs, and other emergency preparedness information to be used in the event of a disaster or emergency. • Coordinate with the Office of Administration for all Management Directives and Administrative Circulars for Labor & Industry. Responsibilities include initiation, yearly review with program areas and updating and deletion when obsolete. • Assist the Division Chief of the Management Services Division in preparing input to the Bureau Director for preparation of the annual budget for the Bureau of Administrative Services. This involves all re-budgets due to reduction in appropriations. Prepare documentation and make recommendations to the Director for the acquisition of Bureau technical assets after research, analysis, and cost evaluation/justification. • Perform other duties as assigned consistent with current duties and responsibilities. |
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. • Perform independent decisions on the administrative processes and responses for the Department's Right to Know. • Researches and recommends equipment and services for bureau. Makes recommendations and optimal decision for problem resolutions. |
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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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