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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00184794 |
Description Activated On: 5/8/2025 4:02:35 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 Administrative Assistant 1 position provides a wide variety of high-level administrative duties for the Bureau of Health Statistics and Registries using considerable independence under the supervision of the bureau’s Administrative Officer 2 (AO2). Duties include hiring/personnel management, financial/procurement/contract administration, travel and conference coordination, data entry, report preparation and general office administration. |
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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. Overview: As the bureau’s front-line administrative and operational support, the incumbent is expected to model behaviors to staff in BHSR related to the display of appropriate conduct, adherence to policies and interpersonal relationships. This position stays abreast of current budgetary and administrative principles and guidelines, and their impact on contractual execution, invoice submission and general bureau activities. FISCAL MANAGEMENT/BUDGET: Must interpret financial reports via SAP, SRM and Analysis. Assists in the preparation of budget estimates by reviewing monthly expenditures and projections for completeness and accuracy and notifies the supervisor of any discrepancies or anomalies. Responsible for monitoring expenditures/purchase orders (POs) for state and federal appropriations assigned to the bureau. Through a working knowledge of the SAP accounting systems, this position monitors and interprets the spending levels of appropriations to ensure spending down of state and federal funds, as well as the appropriateness of expenditures by ledger codes. Responsible for developing and maintaining all accounting spreadsheets on all appropriations, contracts, and POs. Coordinates and prepares fiscal reports. Submits invoices for data requests to the bureau’s budget analyst and monitors invoice payment. Responds to inquiries and concerns regarding payment that come from the Comptroller’s office or the vendor. Maintains a tracking log invoices and payments. Collaborates with the AO2 in the preparation, approval, tracking, and renewal of contractual documents. Manages the bureau’s list of appropriations and coding and acts as point of contact for the office. PROCUREMENT: Follows established purchasing procedures and prepares requisitions for office supplies and equipment using proper specifications and account assignments, and current pricing. Locate sources of supply for items not covered by state contracts and maintain vendor catalogs for reference. Utilizes SAP procurement systems to request goods and services at the best price available. Prepares requests for service for IT and office equipment. Prepares SAP forms, Budget workflow requests, ServiceNow tickets, and/or shopping carts, depending on the type of procurement, to create purchase orders. Tracks the progress of the requests/PO all the way until a goods receipt can be submitted and payment is made to the vendor in a timely manner. Monitors POs and payments utilizing SAP program applications. Maintains this information for verification against the reports produced in Business Warehouse. Prepares and forwards monthly Business Warehouse expenditure reports to the AO2. Pays the majority of bureau invoices either by GRs for PO invoices, Non-PO invoice processing, or pcard transactions. Analyzes and troubleshoots any payment issues or treasury audits that arise. Monitors permit mail account and advises the AO2 when funds are needed to replenish the account. Tracks invoice receipt for public health researchers receiving data or information under the bureau’s Application for Access to Protected Data. Forwards checks to Comptroller’s Operation for deposit and maintains logs of invoices processed and paid. Manages bureau’s purchasing cards by submitting payments, maintaining payment and approval documentation, reconciling statements, resolving discrepancies, responding to audits, and submitting new card applications. PERSONNEL/HR: Serves as the human resource liaison for the Bureau Director’s Office and the Division of Statistical Registries by taking lead on recruitment/hiring requests through ServiceNow and electronic personnel action requests (ePARs). Coordinates hiring efforts throughout the entire process, including postings, interviews, recommendations, OPF requests, up until the final hire and onboarding of new employees including logon activation and access to the physical office. Submit other requests like supervisory or role changes, along with any other personnel matters that need completed. Acts as lead HR liaison for the bureau by handling more higher-level HR tasks like reclassifications, funding changes, position creation, etc. Assists with training new regional HR liaisons and filling in when those positions are vacant. Maintains a central file of employee performance standards and objectives. Maintains a tracking mechanism to remind supervisors of pending Employee Performance Reviews (EPRs) to ensures timely upload of all EPRs to the HR SharePoint site. Submits ePARs to move employees from probationary to regular status. Manages an active internal directory of contact info and related items. Collaborates with our Business Workflow team to help maintain GAL directories and distributions lists, as well as inventory of computers, peripherals, and accesses granted. Serves as backup timekeeper for the bureau. OFFICE MANAGEMENT: Assists AO2 with administrative functions, like implementing and training on procedures for HR, timekeeping, IT issues/resource use, purchasing, and Commonwealth policies, while interfacing between Admin and divisions/offices. Applies critical thinking to lead updates on Admin reference materials and prepares recommendations for changes in policies and procedures to ensure efficiency of the bureau’s daily operations. Works with CA3 to conduct periodic reviews of office equipment to determine service and/or supplies needs. Schedules and coordinates the recycling services for the disposal of discarded confidential documents. Acts as lead records retention coordinator for the bureau, working with supervisors to make sure their records comply with the bureau’s current retention schedule and arranging deliveries to the State Record Center and Archives or destruction when needed. Submits requests for updates to the schedule determined by Directors and the AO2. Coordinates the design and printing of bureau publications. Maintains tracking system of publications design and print jobs. Liaises with building managers PMI to oversee sixth floor Forum Place BHSR leased space. Enters work orders on PMI’s website for physical property issues, or requests for service, and notifies BHSR staff of upcoming power outages and other maintenance issues. Responsible for maintaining the secure door code and changing the code as needs arise. Routinely reviews and provides suggestions and updates to the bureau's web content. Serves as the bureau’s safety team coordinator; serves on the building’s safety committee. Maintains the emergency evacuation roster and is responsible for roll call during an evacuation. Serves as the backup receptionist and mail intake for BHSR. In the absence of the Administrative Unit's clerical staff, performs all mail intake to prevent backlogs, as well any general clerical support work that is needed. Public Health Emergency Response – This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice, and may continue for any period of time – ranging from a few hours to several weeks, depending on the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for a period of time. Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Performs all other duties as assigned. |
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 level of independence and critical thinking. Decision making includes, but is not limited to, finding the best contractors/methods for procurement, identifying available funding for expenditures while maintaining knowledge of the requirements of various funding sources to ensure compliance, and locating the correct solution to any procurement or personnel-related task. This position is expected to review bureau-level processes, provide intuitive analysis of bureau workflows, and prepare recommendations to increase productivity, efficiency and staff morale. |
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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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