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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00127049 |
Description Activated On: 2/11/2026 1:02:03 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. Manages the Governor’s Office of Administration’s (OA) Records Management Program to ensure records file plans and records retention and disposition schedules are current according to the Commonwealth’s records management policies and procedures. Assists the Enterprise Records Information Manager by providing support and guidance to all agencies to ensure that the Commonwealth's Records Management Program is operating efficiently and effectively according to Commonwealth’s records management policies and procedures. Administrator of the Commonwealth’s Electronic Records Action System (ERAS). Assists with the management of the Directives Management System (DMS) and the Executive Board Resolution System (EBRS). Assists with the management of the Sunshine Act Public Meeting Notices Online System. Plans and provides technical training on office managed integrated systems for internal and external staff including ERAS, DMS, EBRS, and the Sunshine Act Public Meeting Notices Online System. Assists with office management duties such as procurement, HR Liaison, budget operations, and equipment service. Serves as the primary alternate for the Directives Management System Administrator. |
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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 the agency’s overall Records Management Program. Serves as the agency’s Records Information Manager responsible for the review and analyzation of agency records inventory for all offices/bureaus in OA. Provides guidance to all agencies, offices, boards, commissions, and councils regarding the type of issuance to be used for submission and distribution. Assists agency staff in the implementation of Records Management policies and procedures, including the creation, maintenance, storage, scheduling, transfer, retention, and disposition for all types of records, regardless of format, in coordination with statutory and administrative requirements. . Conducts annual records reviews with agency staff within all areas of the agency to assess compliance with records management policy and procedures and to identify new and/or unscheduled records. Assists agency staff with the creation and/or updating of office/bureau records file plans and records retention and disposition schedules. Works frequently with OA’s Continuity of Operations Program Manager to identify agency essential records and systems through the cross-referencing of agency records file plans and continuity plans.. Develops and conducts records management trainings, including written content and technical illustrations, for internal and external staff as needed.. Conducts records reviews as necessary with staff separating from OA’s employment. Coordinates the transfer of agency business records to the State Records Center, Digital Records Center, and State Archives; maintains appropriate records of personnel authorized to request agency records; access agency records; verify and authorize all agency transactions. Coordinates and authorizes the disposal of agency records in accordance with approved records retention and disposition schedules.. Provides assistance and technical information to field offices, third party administrators, and agency managers that request information and assistance for problems relating to records management. Interprets and enforces rules, regulations, and policies of the Commonwealth’s Records Management Program; demonstrating support of the agency’s goals, mission, and operating values. Lead Point-of-Contact for issues/problems involving participant(s) use of the Enterprise Records Action System (ERAS). Troubleshoots the technical issue thoroughly and coordinates the resolve with IT support if needed. Updates and maintains an active directory of each designated role within ERAS for all agencies/entities that utilize the system. Develops and conducts training to end users in ERAS. Provides technical procedure writing by developing end user procedure manuals for ERAS. Reviews and approves records actions submitted by other agencies through ERAS. Provides technical assistance and information during ERAS upgrades. Tests system upgrades. Assists the Enterprise Records Information Manager (ERIM) with Records Management related tasks. Works collaboratively with the ERIM, the Pennsylvania Historical and Museum Commission (PHMC)to provide input and guidance on enterprise records management projects. Attends seminars, conferences, and other training opportunities to acquire and share knowledge and best practices in all aspects of records and information management. Maintains the Commonwealth’s General Records Retention and Disposition Schedules. Assists with the management of the Directives Management System (DMS) and the Executive Board Resolution System (EBRS). Assists with the management of the Sunshine Act Public Meeting Notice Online System. Provides technical training on office managed systems to internal and external staff including ERAS, DMS, EBRS, and Sunshine Act Public Meeting Notices Online System. Creates shopping carts in SAP for ordering supplies and equipment. Confirms goods and receipts transactions. Other duties as assigned on an as-needed basis. |
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. Responsible for independent decision making relating to assigned areas of responsibility. Responsible for decision making, with minimal assistance, related to records management and Commonwealth policy interpretation. The work and associated responsibilities require a high degree of initiative, focus, and independent judgement in developing methods and procedures across varied office programs |
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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: N/A 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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