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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00111661 |
Description Activated On: 8/21/2025 8:40:22 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. Reports to the Office Services Bureau Director (BOS Director). Completes special projects and provides division work analysis as requested by the BOS Director and Executive Deputy Secretary (EDS) for Administration and Management. Directly supervises three managers who execute office planning and design (Architectural Designer 2); leases, facilities and radio communications (Administrative Officer 3); and vehicles and equipment (Administrative Officer 1). Performs the full range of supervisory duties and responsibilities. Plans, organizes and delegates work assignments. Reviews ongoing and completed projects. Provides guidance. Develops, assesses and analyzes division effectiveness and customer satisfaction. Analyzes workflow to ensure efficiency. Manages, develops, researches for and implements division-related, agency-wide policies, procedures and activities. |
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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. VEHICLES AND EQUIPMENT Oversees agency equipment: the fleet (1,000 vehicles), fixed assets and surplus property. Administers vehicle fleet utilization, maintenance, replacement and repair. Collaborates with the Department of General Services (DGS) Bureau of Vehicle Management (BVM). Approves/disapproves repairs. Conducts routine and exception reporting. Analyzes vehicle usage, mileage and replacement requirements. Enforces all authorized-use policies. Determines vehicle replacement needs. Collaborates with the Bureau of Fiscal Management (BFM) to ensure vehicle funding availability. Manages the department’s fixed assets and surplus property. Maintains accounting and identification system. Oversees proper acquisition, identification, reassignment and surplus of departmental equipment. Processes all agency insurance claims. PARKING Serves as Agency Parking Officer. Directs the central office parking program assuring the information is current and accurate. Oversees the issuance of parking passes to Central Office staff by complying with procedures established in the Department's Parking Policy. Responsible for preparing paperwork and setting up parking arrangements for Central Office employees, as well as for DEP fleet/pool vehicles. This requires researching Commonwealth seniority of employees and maintaining accurate records regarding where employees fall on the waiting list for paid list and or reassignment for closer parking list. Researches and resolves issues regarding parking access and or complaints. The incumbent of this position is regularly met with situations of employees having trouble with badge access or an unauthorized vehicle parked in a reserved space. Maintains relationship with DGS parking officer and maintains 24hr response for access issues to all DEP leased parking. LEASES Manages the agencies leased facilities: 21 leases statewide, 710,489 sq ft of space and over $17 million in lease payments, annually. Negotiates and prepares leases (real estate and parking), sub-lease agreements, license agreements, and memorandums of understanding. Shepherds the acquisition, development and construction of any new leased space. Ensures the inclusion of “green technology” with new construction and renovations. Serves as project manager for construction and renovation of newly leased facilities. Reviews work for compliance with specifications and lease terms. Collaborates with architect and lessor. Coordinates with regional and district managers when selecting and approving materials, workmanship and all other related details. Conducts and coordinates final approval inspections prior to acceptance of occupancy. Responds to building emergencies, incidents and complaints in occupied leased facilities. Ensures that lessor complies with lease terms. Notifies lessors of emergencies, maintenance issue and health/safety concerns. Monitors lessor performance. Evaluates problems reported or identified. Recommends remedies for deficiencies. Follows-up. Considers remedial measures. Coordinates resolutions among the lessor, program directors and human resources. Provides BFM and program offices with current and projected rental and related costs for budget request preparation. Analyzes leased costs and space needs over time. Recommends options to leadership regarding future locations, closures and consolidations. FACILITIES Collaborates with DGS. Reports facility issues. Ensures prompt response. Facilitates repairs and resolutions where necessary. Serves as the first line in the RCSOB complaint resolution process. Receives complaints. Evaluates resolution needs. Marshals resources. Liaisons with all stakeholders. Seeks the quickest and least-costly option. Supervises maintenance and upgrades to audio-visual equipment and furniture in conference areas. Oversees maintenance and updates to facility signage/directories. Serves as the primary “first call” contact for all emergencies involving the Rachel Carson State Office Building (RCSOB) in Harrisburg -- DEPs headquarters. Required to be available when needed. Supervises RCSOB emergency evacuations, during or outside of regular working hours. Supervises the RCSOB Fire Marshall. Makes immediate decisions regarding employee health and safety. Mitigates damage for potential events that may result from fire, bomb threats, and terrorism. Manages the RCSOB and Bureau of Laboratories security access systems. Ensures that the systems are operational at all times. Manages security codes, and clearances. Provides security logs when requested by Capitol Police. Advises selection and manages installation of new field office security access systems. RADIO COMMUNICATIONS Oversees the implementation, installation and maintenance of agency’s P25 radio system. Develops radio equipment use and purchase policies in collaboration with the Bureau Director and the EDS. Maintains radio equipment inventory. Makes future radio technology use and procurement recommendations to senior leadership. OFFICE PLANNING AND DESIGN Oversees the development of office plans: for both floor and construction of new and renovated properties; for both leased and Commonwealth-owned offices statewide; to define conditions and renovations at a facility; and to identify the requirements necessary to implement lease specifications. Ensures upkeep of AutoCAD floor plans for all DEP facilities created by the division’s Architectural Designer 2. Maintains Commonwealth, job classifications-specific requirements at all DEP offices. Manages space allocation planning for new DEP facilities. Evaluates and advises on program technical needs. Directs moves and reconfigurations of space at all DEP offices. RECYCLING Handles DEP relationship with the DGS Commonwealth Agency Recycling Office. Investigates new recycling opportunities. Develops solutions for diverting agency recyclables from the waste stream. Monitors employee compliance with recycling mandates. Establishes agency-wide processes and procedures for recycling special or hazardous commodities (such as batteries, tires, and waste oil). Establishes agency-wide policies and procedures for collecting and reporting local recycling efforts. Maintains recyclable commodity statistical data for all agency recycling programs statewide. Reports agency statistics to the Commonwealth Agency Recycling Office. Manages the collection, storage, transport, and removal of all RCSOB recyclables. OTHER DUTIES Serves as a member on DEP’s Sustainability Team and participates in other GreenGov Focus Groups and initiatives. Makes division budget requests, allocations, and expenditures. Conducts purchasing, contracting actions. Attends to division HR matters. Prepares annual division budget requests. Identifies spending priorities. Ensures the use of SAP for all division procurements and payments. Analyzes changes to state laws, management directives, executive orders and other actions related to the division’s responsibilities. Determines impact to bureau and departmental programs. Identifies prospective issues and recommends mitigations. Prepares policy statements, procedural recommendations and other needed implementation materials. Plans and evaluates division programs. Provides reports, inventories, schedules and budget data for annual budget and planning documents. Provides any other division information in varied formats as requested by the Director and/or the Executive staff. Implements any special projects as assigned by the BOS Director or the Deputy Secretary. Travels occasionally to field offices as needed. Promotes the Department’s mission. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor. |
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. Duties and performance factors are mutually agreed upon. Specific objectives are established periodically. These objectives are discussed as necessary and reviewed upon completion. Employee works independently. Work is supervised on a functional basis with general parameters of the problem and/or objective. Detailed planning is worked out for special projects or assignments and evaluated on the basis of proper progress and agreed upon schedule. Independent judgment is required to satisfactorily complete the functions described. |
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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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