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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00275648 |
Description Activated On: 12/19/2025 1:37:00 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. The incumbent performs a range of administrative assignments in support of the Office of Long-Term Living (OLTL) and reports to the Administrative Officer 2, under the Chief of Staff, within the Office of the Deputy Secretary. This position is classified as confidential. |
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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. Responsibilities: • Corporate Card Management: Coordinates OLTL staff use of corporate cards, including late payments and unpaid balances. Creates and closes cardholder accounts as needed. Reviews monthly reports and addresses inappropriate use per Commonwealth procedures, coordinating corrective actions with supervisors and terminating privileges when necessary. • Contracts and Equipment: Monitors multifunction contracts and lease agreements. Researches and analyzes bids for new equipment to ensure efficiency and collaborates with the Bureau of Information Systems on renewals. • Personnel Administration: Prepares job postings, ensures position descriptions are updated, and compiles vacancy announcement details with the Clerical Assistant 2. Coordinates paperwork for personnel transactions, including vacancies, reclassifications, promotions, demotions, retirements, and resignations. Serves as HR liaison for time and attendance issues. • Parking Coordination: Coordinates OLTL parking assignments, processes changes, and reviews monthly reports to ensure charges are correctly coded to funding accounts. • Wireless Account Management: Handles OLTL wireless accounts, including new user authorizations, change requests, and equipment orders (phones, accessories). Maintains request tracking logs, monitors usage for compliance, prepares usage reports, and keeps accurate inventory of all wireless devices. Troubleshoots device issues as needed. Telecommunications Support (Backup to Telecommunications Officer): • Administers OLTL’s telecommunication systems when needed, including: o Managing all telephone systems and voice services. o Preparing and submitting STD-522s via ServiceNow for new services, changes, or repairs. o Procuring phones, wireless devices (iPhones, Androids), and accessories; coordinating repairs for broken equipment. o Ensuring staff have adequate phone and data lines. o Maintaining and updating OLTL phone number listings; assigning new numbers as required. o Coordinating with IT for installation and maintenance of lines. o Keeping inventory of phone numbers and equipment; reporting issues to vendors. o Serving as liaison with DHS Telecommunications Division. o Advising staff on equipment needs and ensuring compliance with Commonwealth/DHS policies. o Reviewing and approving staff requests for telecommunications services. o Ensuring OLTL listings in Commonwealth and DHS directories are accurate; coordinating quarterly updates. Timekeeping: • Acts as OLTL Timekeeper, ensuring compliance with policies. • Prepares time and attendance records, including overtime and out-of-class pay. • Runs reports, resolves leave balance issues, corrects errors, and adjusts schedules. • Consults Time Advisor for complex time and attendance issues. Records Management (Backup): • Coordinates with DHS Support Services and Records Coordinator for archiving. • Oversees OLTL’s Records Retention Schedule and enforces retention/disposition timeframes. • Sends records to State Records Center and State Archives. • Assists staff with inventory and analysis of records; manages electronic records and Docushare archiving. Administrative Coordination: • Maintains Out-Service Training (OST) requests for staff under Chief of Staff; updates forms in LSO and processes registrations. • Coordinates Commonwealth Photo ID badges for new staff; collects and deactivates badges upon separation. • Orders telecommunications equipment in coordination with Bureau of Finance; maintains purchase logs. • Assists with US Bank Purchasing Card program and audit responses. Parking Coordination: • Manages OLTL parking assignments; processes changes and reviews monthly reports to ensure accurate charge coding. IT Access Support: • Assists in obtaining program access (PROMISe, CIS, HCSIS, ESS/SAP, etc.) by ensuring proper documentation and ServiceNow input. • Works with supervisors, DHS staff, and contractors to secure necessary roles/access. Procurement Coordination: • Initiates acquisition of equipment, supplies, and services in conjunction with Telecommunications Officer. • Coordinates with DHS Procurement, BIS, vendors, and DGS to prepare documentation and ensure timely delivery aligned with construction, relocation, or IT schedules. |
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. The employee makes decisions regarding appropriateness of administrative processes and information to be processed. Complex work is performed with considerable independence and little review; however, changes in operational standards, procedures and work policies are discussed in detail with the supervisor prior to implementation. |
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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: Experience using Visio, Excel, PowerPoint, all Microsoft applications, SAP, Service Now, Ask HR requests, NEOGOV, etc. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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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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