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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00133219 |
Description Activated On: 9/10/2026 9:36:29 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. This is highly complex administrative and professional work directing the statewide administrative support operations and quality assurance services for the Youth Development Center/Youth Forestry Camp system within the Department of Human Services to ensure efficient and fiscally sound operations as well as quality treatment services for court-committed adjudicated youth. The administrative support operations are comprised of Budget, Accounting, Purchasing, Contracting, Facility Maintenance, Human Resources, Safety, Warehouse/Storekeeping, Transportation, Information Technology, Policy, Program & Staff Development, Quality Assurance, Data Entry, and Records Management. The quality assurance services consist of the Performance Based Standards Unit, and the Operational and Business Processes Management Unit. This position is responsible for three separate budgetary organizations and appropriations totaling $85 million dollars in the 10261-appropriation including $10.9 million dollars in federal funds for the National School Lunch/Breakfast Program and the Social Services Block Grant- Title XX. |
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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. Plans, organizes, and directs the integration, coordination and evaluation of all administrative support, quality assurance and measurement functions throughout the Central, Eastern, and Western Regions consisting of all state operated Youth Development Centers (YDCs) and Youth Forestry Camps (YFCs). Formulates short- and long-range plans for implementation of administrative and quality assurance procedures to support and accomplish the bureau’s mission. Establishes goals, objectives, and standards for the activities and employees within the Division of Administration and Quality Improvement. Provides oversight of the Bureau’s Policy, Program, & Staff Development. Ensures that all staff development trainings, policies, and procedures are up to Federal, State, and Local laws. Evaluates operational and business processes for efficiency, fiscal accountability, and compliance with policies and procedures. Administers creating and approves policies for the Division of Administration, Quality Improvement and the Bureau of Juvenile Justice Services. Provides consultation and technical assistance to division heads, regional directors, facility directors, the bureau director, the deputy secretary and others regarding juvenile justice, administrative and quality assurance support service issues in order to improve efficiency of administrative operations as well as clinical care and treatment services provided to residents. Makes recommendations to the bureau director on allocation of financial, material, and staffing resources; and develops and maintains controls and procedures to ensure maximum and efficient utilization of these resources. Quality Assurance Services: Provides oversight of BJJS’s Quality Assurance Unit, ensuring that the Quality Assurance team is adhering to all Federal, State, and Local laws, policies, and procedures. Directs the preparation and implementation of quality assurance measurements and instruments in order to ensure that administrative and treatment services are provided in compliance with federal and state regulatory, certification, and accreditation requirements as well as BJJS policies and procedures. Ensure that all Quality Assurance Reviews are documented and corrective action plans are established to address areas of concern if needed. Directs the system wide Performance based Standards (PbS) program to ensure quality of services at all sites and to measure performance in critical outcome areas including safety, security, order, health, mental health, programming, justice and reintegration. Directs the design and implementation of evaluation processes and systems to ensure maximum efficiency in the utilization of financial, material, and staffing resources. Evaluates existing administrative and quality assurance methods, policies, and procedures and recommends improvements in order to accomplish bureau objectives and to ensure consistent implementation of best practices and standards of professional practice throughout all facilities. Directs the implementation of statewide programs designed to improve the quality of services for residents including, but not limited to, religious services, Limited English Proficiency (LEP), and external client advocacy programs. Oversees the planning, implementation, and maintenance of facility safety functions including, but not limited to, emergency response planning and coordination, fire and safety programs, Accident and Illness Prevention Program (AIPP), and Continuity of Operations (COOP) plan. Assigns and facilitates responses to Right to Know Law (RTKL) requests, legal release of information requests, and inquiries to the DHS Secretary, Legislative Liaison, Communications Office, and Deputy Secretary for Children, Youth and Families. Directs and coordinates operational data collection and analysis methods to include identification of trends necessary for effective program planning. Directs the formulation of corrective action plans for operational or programmatic deficiencies identified through data collection analysis or quality assurance measurement instruments. Administrative Support Operations: Plans, organizes, and directs the Regions’ fiscal planning, implementation, and control; budgeting; accounting; procurement; contracts; records management; technology systems; warehousing/storekeeping; maintenance; safety; housekeeping; and transportation and garage operations to include developing policies, procedures, and strategies to meet program goals and objectives in all areas. Directs the preparation of operating and capital budgets, including budget forecasts and controls of facility operating expenditures; material requirements; and capital improvement, renovation, and replacement requirements. Initiates, negotiates, and finalizes contractual agreements with other agencies, vendors of services, and private contractors for the delivery of goods and services to include ensuring compliance with existing laws and regulations and directing the monitoring and evaluation of these contracted services. Directs and coordinates the use and upkeep of all buildings located in youth forestry camp/youth development center facilities including the implementation of construction or renovation projects through the preparation and review of plans, sketches, and specifications; and through the inspection of projects in progress and upon completion in conjunction with departmental staff, contracted staff, and Department of General Services staff. Organizes, and directs the Central, Eastern, and Western Regions’ human resource functions including complement management, labor relations, and recruitment activities. Confers with department heads, regional directors, and facility directors to determine information technology system needs and requirements, and oversees the coordination of efforts with the Bureau of Information Systems to accomplish identified requirements. Directs the implementation, enhancement, and maintenance of the bureau’s technology systems to ensure that operational and programmatic requirements are met (i.e., youth records). Directs the necessary follow-up activities relating to audits or inquiries conducted by federal, state, or other entities and prepares, reviews, and/or approves responses to findings and recommendations. Oversees the maintenance and retention of administrative and facility records and documents to ensure compliance with state and bureau records management and retention policies and procedures. Conducts staff meetings with subordinate management and supervisory staff to discuss (1) policy and procedure interpretation, (2) certification and accreditation requirements, and (3) resolutions of facility administrative or operational problems/deficiencies. Performs the full range of supervisory duties over professional, administrative, and managerial employees. Prepares, reviews, and approves correspondence and reports. The employee in this position may participate in the performance of subordinates’ work consistent with operational or organizational requirements. Performs related work as required. |
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. Work is performed with a high degree of independence and is reviewed by the Director, Bureau of Juvenile Justice Services, for attainment of objectives and overall effectiveness. Examples include but are not limited to: Approve methodologies and tools used to measure and monitor program effectiveness and facilitate improvement plans. Determine functional areas to be reviewed for operational/fiscal efficiency and the need for follow-up improvement plans. Determine budget request, re-budget, and allocation of funds to facilities. Approve facility and bureau expenditures. Approve complement requests and requests for temporary working out of class assignments for all sites. Determine projects, assignments and priorities for professional and management staff. Determine and prioritize in-house/non-recurring maintenance projects and capital project submissions. Determine and prioritize fixed asset expenditures. Determine and prioritize information technology projects and equipment purchases. Approve audit responses and determine follow-up activities for resolution of findings. Troubleshoot and solve problems in all functional areas. |
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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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