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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00233577 |
Description Activated On: 4/2/2026 2:42:38 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. Assists the Regional Director in handling the administrative details of operating one of the three regions of DOC Parole Field Services. |
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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. A. FISCAL/BUDGETING 1. Gathers data and input from District Directors for use by the Regional Director in preparing the annual budget for the Region. 2. Maintains records of expenditures as required by Commonwealth and Agency policies and procedures and monitors expenditures for the Regional Director. Monitors overtime expenditures by each District and institutional parole office within the Region and reports irregularities to the Regional Director. 3. Maintains all necessary fiscal records in order to prepare routine fiscal reports and special reports requested by the Commonwealth, Agency and/or Regional Director or the Director, Office of Probation and Parole Services. B. PERSONNEL 1. Prepares photo identifications 2. Serves as liaison with the Bureau of Human Resources. Answers questions from employees, supervisors and directors concerning transactions, benefits or services. 3. Maintain records on personnel assigned to the Region and assists with complement control. Reviews requests to fill vacant positions to insure vacancy exists. 4. Reviews recommendation packets for the filling of positions to insure that all required documents are included before the Regional Director reviews the recommendations. 5. Ensures the timely submission of accident and injury reports by Region staff and maintenance of Workers Compensation files. C. PURCHASING, EQUIPMENT, AND SUPPLIES MANAGEMENT 1. Initiates purchases for the Region. Maintains records of all transactions relating to the purchase of goods and services. 2. Arranges for the storage of supplies for the Regional Office. 3. Approves purchases electronically up to a specific amount set by the Regional Director. 4. Works with Dept. of Corrections regarding needs of parole offices and their staff, offering surplus furniture when available or working with Correctional Industries when new furniture or other items are required. 5. Coordinates movement and transfer of surplus furniture with other state agencies as the need arises. D. AUTOMOTIVE FLEET MANAGEMENT 1. Works closely with the agency Automotive Officer, serving as his/her central point of contact, to ensure that all required documents concerning automotive use are submitted in a timely and accurate manner including monthly mileage reports, vehicle inventory assignment and change reports, invoices for equipment and repairs, accident reports and estimates for repairs. 2. Relays automotive concerns emanating from employees in the Region to the agency Automotive Officer. 3. Coordinates the transfer of vehicles within the Region. 4. Maintains records relating to automotive assignments, transfers, returns and use. 5. Verifies periodically that automobiles are where they are assigned. E. CONTRACT MONITORING 1. Monitors the delivery of contractual services, equipment and supplies to insure that service providers and vendors comply with agreements. 2. Maintains copies of all contracts with the Region’s services providers and vendors. F. FACILITIES AND SPACE MANAGEMENT 1. Maintains copies of all leases for facilities and office space within the Region. 2. Cooperates with Central Office Administrative Services personnel to insure that the space needs of the Region are met. Assists in coordinating office moves for the Region. 3. Cooperates with the Agency Safety Officer to ensure the implementation of safety and security programs within all facilities within the Region. 4. Assists District Directors in resolving landlord problems and/or payments on outstanding invoices relating to the leased property. G. INFORMATION TECHNOLOGY 1. Serves as the Region’s contact person for the Central Office Bureau of Information Technology. 2. Prepares memoranda for the Regional Director’s signature on issues related to information technology (such as inability of the Help Desk to resolve a problem). H. TELECOMMUNICATIONS 1. Serves as the Region’s contact person for Central Office telecommunications personnel. 2. Serves as a resource person for Regional employees relative to telecommunication issues and concerns. I. TRAINING 1. Serves as the Region’s contact person for the Central Office Training Division for coordination of training events specifically for staff within the Region. 2. Identifies possible training sites, obtains/borrows training equipment (i.e. VCR’s, video monitors, overheads, etc.) and ensures that requested equipment will be at training sites when needed. 3. Provides training to staff within the Region on the administrative procedures of the Region. J. MISCELLANEOUS 1. Maintains records and prepares reports regarding Specialized Unit Reports (Street Crimes Unit & Parole Violator Center). 2. Maintains records and prepares reports on overtime utilized by the Region. 3. Schedules meetings as directed by the Regional Director. 4. Establishes and maintains cooperative working relationships with other Commonwealth agencies and local governmental agencies. 5. Coordinates one-time activities (such as Hepatitus B inoculations) within the Region. 6. Attends District Director and Institutional Parole Supervisor meetings as required to provide information on administrative issues and training. 7. Serves on various committees such as the Annual Administrative Support Staff Conference committee as required. 8. Performs related work as directed by the Regional Director. 9. Schedules perspective agent/clerical interviews and prepares interview packets. |
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. Makes day-to-day decisions affecting administrative functions of the Region and determines what administrative problems and issues should be brought to the attention of the Regional Director. |
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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. Class C Driver's License 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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