Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00174175	Description Activated On: 2/18/2026 2:52:45 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.

This position is responsible for supporting a wide range of administrative and fiscal support tasks, serving as the bureau’s primary IT liaison and a key support role for Continuity of Operations Plan (COOP) activities, and assists with performing timekeeping functions for bureau staff. The position is also responsible for coordinating staff equipment needs, maintaining IT equipment and software inventories, and assisting with administrative processes such as budget workbook reviews, liquidation preparation, Enterprise Risk Management (ERM) documentation, and bureau wide tracking tools.

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.

Fiscal Support & Grant Monitoring:
• Assists the Administrative Officer 2 with completing purchasing card and financial audits in accordance with state and federal guidelines, documenting findings, and drafting recommendations for updates to bureau protocols based upon findings.
• Runs Maternal and Child Health Services Block Grant (MCHSBG) fiscal reports in accordance with Department and federal guidelines, and interprets federal grant guidelines to draft recommendations for completing the fiscal forms for the MCHSBG application.
• Reviews budget and re budget request workbooks submitted by Bureau staff and identifies discrepancies or deficiencies, summarizing findings and drafting recommendations for program revisions prior to final submission. Analyzes prior year submissions and drafts clarifying instructions and recommendations for future submissions based on findings.
• Prepares and analyzes open commitment and funds management balance reports to support recommendations for changes to budget requests.
• Analyzes open commitments and coordinates with program and administrative staff to determine whether funds can be liquidated. Prepares and submits liquidation requests in accordance with Department guidelines to assist with state and federal grant close out as needed.
• Monitors American Rescue Plan Act (ARPA) spending and identifies needed expenditure adjustments, and drafts recommendations to programs to reallocate funds, ensuring all money is spent before the funds expire.

Enterprise Risk Management (ERM) & Administrative Protocols:
• Assists with maintaining the Bureau of Family Health’s Enterprise Risk Management (ERM) process by updating risks and controls, monitoring adherence to administrative standards, and coordinating with program staff to provide consistent application of protocols.
• Assists the Administrative Officer 2 in researching, establishing, and implementing bureau administrative protocols by analyzing operations, identifying issues, and drafting recommendations for improvements.

Continuity of Operations (COOP):
• Assists the Bureau Director, Division Directors, and Program Managers in the development and implementation of the bureau’s Continuity of Operations Plan (COOP) in accordance with Department and BFH protocols. Reviews COOP documents submitted by programs and drafts recommendations for changes as needed.
• Serves as a point of contact for coordinating and conducting Department and BFH COOP drills . As requested, prepares After Action Reports with recommended updates in COOP policies and protocols.
• Analyzes the bureau’s COOP documents based on protocol changes or new program implementation. Makes recommendations for updates to COOP documents on the Department’s COOP website and the BFH’s COOP SharePoint site.

General Administrative Support:
• Follows Department and BFH policies to complete administrative tasks supporting division operations, including coordinating maintenance requests, assisting with workspace and storage allocation, ensuring staff have necessary supplies and equipment, coordinating meetings, and answering Division and Bureau telephone lines.
• Develops and maintains tracking tools and documents using Excel, Word, SharePoint, and other software to support bureau wide administrative assignments.
• Follows Department and BFH policies to prepare draft recommendations and justifications for changes in policies, procedures, personnel actions, and management or office services activities.
• Follows Department document retention processes for division documents, including timely destruction of files in accordance with retention schedules.

IT Coordination & Budget Support:
• Serves as the primary IT liaison for BFH by maintaining IT equipment and software inventory lists, ordering new equipment, completing annual inventory checks, maintaining spare laptops, and submitting service tickets for equipment repairs and software installations.
• Assists with preparing budget estimates and fiscal or statistical reports for IT related procurements, and completes SAP forms for IT equipment and software under the supervision of the Administrative Officer 2.
• Analyzes IT commitments and expenditures to support projections for budget requests and drafts budget revisions based on findings. Identifies line items requiring correction.

Timekeeping:
• Follows bureau, Department, and Commonwealth policies and procedures to perform timekeeping work for a large number of staff across multiple bargaining units and shifts. Applies varied time rules and contractual provisions, processes shift substitutions and changes, and completes error resolution and payroll adjustments under the direction of the Administrative Officer 2.

Back up HR Liaison
• Coordinates and assists in the tracking of all personnel transactions, such as requests to create requests to fill actions, reclassifications, position transfers, temporary working out‑of‑class assignments, and retirement/resignation paperwork, as well as other recruitment efforts under the direction of the Administrative Officer 2.

Equity, Confidentiality & Compliance:
• Demonstrates awareness of the vulnerable populations served by the organization by identifying and advocating for resources, services, communication methods, and policies that promote health equity.
• Maintains confidentiality of Protected Health Information (PHI) in accordance with HIPAA and Department policies governing data release and confidentiality.

Other Duties:
• Performs other related work as assigned.

Public Health Emergency Response:
• This position may be assigned to support the public health emergency response mission of the Department of Health. Assignments may occur with little or no notice and may continue for extended periods, including under adverse conditions or at alternate locations.

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.

1. Leadership role in organization:
Position is assigned responsibility for reviewing assigned work and assisting with quality control functions under the direction of the Administrative Officer 2.

2. Decision making in work processes:
Regular duties and special assignments are received through general instructions or through the employee’s initiative and are performed with considerable appropriate independence consistent with established procedures and supervisory guidance.

3. Supervisor’s input to decision making
Completed work and performance are reviewed by the Administrative Officer 2 or other supervisory staff for soundness of reasoning, effectiveness, and conformance with established policies and objectives.

4. Communication Authority
Position receives and provides information within its work unit in response to requests and provides technical or administrative assistance while coordinating routine activities with staff and partners outside the work unit as directed.

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.   N/A

5.   N/A

6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Ability to express ideas clearly and concisely, orally and in writing.
2.	Knowledge of modern office practices, procedures, and equipment.
3.	Prepares written reports or other documents in accordance with established procedures and supervisory direction.
4.	Ability to establish and maintain effective working relationships with supervisors, program staff, and administrative officials.
5.	Ability to gather, assemble, correlate, and analyze facts and draft recommendations to address administrative problems.
6.	Ability to manage multiple tasks and prioritize work assignments to meet deadlines.
7.	Knowledge of the principles of governmental accounting, statistics, and basic administrative processes.
8.	Ability to comprehend program goals and operations, and to relate these to assigned administrative and fiscal support tasks.
9.	Ability to apply and follow and reference departmental and bureau policies and procedures.
10.	Ability to organize, maintain, and retrieve administrative and fiscal records using electronic and paper filing systems in accordance with Departm