|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00243839 |
Description Activated On: 1/6/2026 9:36:42 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organizations objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. The Office of Mental Health's Bureau of Financial Management and Administration is organized with two divisions with the capability of providing a full range of financial analysis, management and review services, and administrative support to the OMHSAS, Department of Human Services, and Office of the Budget. The two divisions are: the Division of Medicaid Finance and the Division of Budget and Administrative Services. The Division of Budget and Administrative Services has responsibility within the OMHSAS Bureau of Financial Management and Administration for the following services: Directs and manages all actions associated with the annual OMHSAS budget request process Oversight and regulation of risk-based contracts for non-Medicaid funded services to ensure vendor financial performance and viability Development and management of the annual OMHSAS budget and allocation process audit review and resolution Develops and maintains an annual allocation methodology for the allotment of funds appropriated for behavioral health services to the state hospitals, county MH programs, and county drug and alcohol authority Develops and manages all financial performance and related management reports Develops OMHSAS annual cost allocation plan Directs all administrative support and procurement actions within OMHSAS Manages OMHSAS personnel processes for Headquarters and Field Offices Manages all aspects of the local government MH/ID county human resources programs Telecommunications and computer technology support for headquarters and field offices |
|
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. 1. Procurement: Responsible for the identification and acquisition of office supplies and other business office items not classified as a fixed asset. Maintains adequate inventory of disposable office supplies in order to avoid job interruptions. In response to requests for durable equipment, identify the need for the replacement or acquisition of the items and communicate these needs to upper management for approval to begin the procurement process. Manages the Purchasing Card Program for OMHSAS. Utilizes the Access Online System to reconcile monthly bank statements for Headquarters Procurements purchasing card. Makes determinations and recommendations as to the appropriate use of the purchasing card based on the reconciliation. Analyzes established purchase card policies and procedures and makes recommendations to senior staff as to the appropriateness of the purchasing card use for items not available on any current contract. Tracks the status of all purchase requests, disseminates items when received, prepares goods receipts and ensures proper payment. Processes purchase orders in support of the purchase of services. This may include technician staff for computer support, as well as technical staff to support web page operation. Bids are secured and documents are forwarded for appropriate signature through channels. Logs the status of each document until the process is completed. Documents are renewed if appropriate within a timeframe to avoid a break in services. Compiles all background materials relating to the purchase order. This includes written or telephone bids, contract information, vendor information, prices, etc. Prepares justifications when necessary for sole source requests; or other special justifications as required by Procurement. Maintains and updates address files for vendors and resolves problems that arise with orders or equipment use. Works with the Division Director for the purchase of fixed asset purchases when authorized. Assists in obtaining bids for the purchase of fixed asset items, develops appropriate documents and follows the purchase process through channels to ensure the completion of the purchase. 2.Telecommunications: Serves as the Telecommunications Officer for 150+ OMHSAS staff and contracted staff throughout the Commonwealth. Administers and oversees the management of the OMHSAS telecommunication and voice information systems, including all wired, wireless, facsimile machine. Participates in budgetary planning related to telecommunications. Informs supervisor of budgetary amounts needed to be included with the annual OMHSAS carryforward budget request. Submits Service Now tickets via OA Portal for the initiation of new services (including voice mail/conferencing, etc), change of services, phone line repairs, and/or broken equipment. Obtains landline phones, cell phones, and other equipment via procurement/bid process to ensure that all staff have adequate phone and data lines to support their daily duties. Disposes of telephone equipment, following DGS surplus procedures. Maintains an electronic listing of all OMHSAS phone numbers and requests/assigns new numbers for staff when necessary. Updates listing on an ongoing basis to keep it current. Secures extraordinary services for staff; such as 800 toll free numbers. Coordinates with IT staff for the installation and maintenance of lines. Validates and reports telephone bills and charges for the office. Maintains telephone line, credit card, and electronic equipment inventories and keeps the DHS Telecommunications Office informed of all changes. Serves as liaison between OMHSAS and DHS Telecommunications Office. Adheres to the policies and procedures set forth by the Commonwealth and DHS regarding telecommunications. Advises staff in OMHSAS on issues regarding telecommunications and what type of equipment will best suit their needs. Reviews telephone invoices and statements to determine if staff are misusing equipment in violation of the commonwealths policies and procedures. Notifies Division Director on any mismanagement of telephone services. Follows up on these concerns and recommends appropriate actions, such as reimbursement of personal calls or suspension of services. Develops, updates and distributes the OMHSAS phone directory to all staff on a monthly basis. Ensures that the Commonwealth and DHS phone directory listings for OMHSAS are current and accurate. Coordinates directory additions/ deletions/corrections/changes with the DHS Telecommunications Office. 3. Information Technology: Maintains a current database of all computers, laptops, printers, etc. throughout OMHSAS. Assists Division Director on the purchase or lease of computer equipment for 150+ staff in Harrisburg and the Field Offices. Submits ServiceNow requests for the issuance of new IP addresses as needed. Submits ServiceNow requests to for the installation, movement or to surplus equipment. Coordinates all repairs with the contracted service provider. 4. Corporate Card Management: Oversees and monitors Corporate Card use by OMHSAS staff. This includes distributing the application to staff requesting a corporate card, submitting the completed application to the DHS coordinator, and resolving any issues during this process. Reviews monthly statements and reports to determine inappropriate use of cards. Tracks usage for inappropriate purchases, late payments, and unpaid balances. Follows Commonwealth policy and procedures in notifying and coordinating corrective action through supervisory staff. Initiate termination of card privileges of staff if needed. 5. Budget Management: Assists in the development of annual budget for OMHSAS administrative services. This includes providing any prior or future anticipated costs associated with technology, telephones, etc, that needs to be included in the OMHSAS carryforward request. Assists in the review of general government expenditures for OMHSAS. This includes staff travel reports, monthly supply reports, and monthly 300 operational expenditures report. Expenditures are tracked and problem areas are brought to the attention of the supervisor. Receives invoices for items purchased and prepares goods receipt for payment processing. Acts as OMHSAS approval authority for payment of invoices. Resolves any billing discrepancies through direct contact with vendors or service providers. 6. Forms Management: Utilizes PA Publisher to process staff requests, such as business cards, name plates, retirement certificates, etc. Assists in the development and ordering of new forms and formats for forms. Maintains a tracking file and record of all OMHSAS forms. 7. Right to Know Law Requests (RTKL): Serves as the point of contact for all OMHSAS Right to Know Requests. Responsible for timely and accurate processing and completion of responses to the Office of Administration, Right-to-Know Law liaison in Department of Human Services. This includes making the determination of which OMHSAS program office is responsible for the information and ensuring that all information is received from the appropriate areas. Maintains a tracking log of all RTKLR to reflect each step in the process. Onboarding: Acts as OMHSAS liaison with OA/IT to establish or transfer new employee CWOPA accounts; establish new resource accounts, shared folder access, etc. Ensures new hires, as well as contracted staff, receive Commonwealth ID badges and access to appropriate buildings/offices. Works with supervisors to ensure the onboarding checklist is completed and returned for submission to employees E-OPF. Parking and Identification Badges: Serves as the Parking Officer for OMHSAS headquarters. This includes determining parking arrangements, based on seniority, when spaces become available. Assigns these spaces per the OMHSAS parking policy. Assists in developing and administering the parking plan for OMHSAS Headquarter staff. Responsible to maintain and update a current log of all OMHSAS employees and parking assignments in appropriate seven parking garages. Submits requests to Bureau of Administrative Services/Department of General Services to add or remove staff and coordinate movement of multiple staff between parking garages as needed. Serves as the Identification Badge Coordinator for OMHSAS headquarters. This includes determining the appropriate action needed for ID badges based on hire status (transfer, new employee, etc). Contacts Bureau of Administrative Services to schedule appointments and maintains/updates a badge tracking spreadsheet. Periodically reconciles OMHSAS records to the BAS/DGS records to ensure total accuracy. 7. Other Duties: Monitors all administrative procedures under the purview of this job on a continuous basis to ensure economy, efficiency and effectiveness of operations. Effects changes within acceptable parameters if necessary. Prepares documents relating to the purchasing of equipment with federal grant monies obtained by OMHSAS. Monitors and processes all requests for the purchase of publications and subscriptions for OMHSAS. Ensures that essential memberships and subscriptions are not terminated or allowed to lapse Communicates with the DHS warehouse for the selection, transfer, and installation of items in support of staff. This includes the transfer of surplus furniture or equipment to OMHSAS staff. The incumbent is responsible for equipping newly filled staff positions in OMHSAS. The incumbent develops lists of items to surplus and arranges for the pick-up and removal of such items to the DHS warehouse. Reports to the office on a weekly basis to conduct the mail run for OMHSAS program areas. Develops and updates unit policies and procedures on all job assignments this position is responsible for. Performs 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 supervisors signature. The incumbent exercises independence, initiative and judgment in their application. Technical and problem areas are discussed with the Division Director; however, day-to-day operations are the responsibility of the position. Direction, instruction, and supervision are received through formal meetings, correspondence, and follow-through to the Bureau work plan. Performance of the incumbent is evaluated through conferences and meetings, observations of the efficiency, economy and effectiveness of practices employed and results achieved, and the overall performance (project completeness and performance standards) in meeting with stated work plans, goals, and objectives. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|