Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00488902	Description Activated On: 3/9/2026 12:31:53 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 is professional work involved with the planning, development, implementation, analysis and evaluation of policy, programs and projects for the Bureau of Juvenile Justice Services (BJJS) and the Youth Development Center/Youth Forestry Camp System. The employee will provide management with recommendations and technical assistance for making decisions and improving the efficiency and effectiveness of agency operations.

This position is responsible for analyzing, evaluating, and applying discretion in the interpretation of policies for a human services program or operations, and developing or implementing related policies. Work involves analyzing program or service delivery; identifying issues; developing operational policies, procedures, and guidelines for the operation of an Electronic Health Records (EHR) system. This work includes monitoring for program or contract compliance; providing consultative guidance and direction to resolve issues and collaboration with the EHR contracted vendor.

Work is performed with limited guidance under the general direction of a Human Services Analyst Supervisor and is reviewed through conferences and reports.

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.

· Analyzes and interprets proposed and new federal and state legislation and regulations to anticipate effects on programs and services and advises on implementation strategies for the operation of an Electronic Health Records (EHR) system.

· Analyzes program operations and recommends the development and modification of policies to achieve greater program efficiency and effectiveness.

·Evaluates EHR performance against stated goals and objectives, identifies factors that facilitate or impair effectiveness, and develops policy recommendations to support program improvements.

·Analyzes systems data to determine if policies are correctly applied in the various systems, conducts research to address identified issues, and advises on appropriate solutions.

·Develops and implements use of data collection tools and methods.

·Provides consultation and direction on policy interpretation and implementation.

· Act as liaison between BJJS facilities and OA/IT points of contact for various Information Technology needs related to the EHR implementation and ongoing EHR maintenance and support.

· Facilitates meetings with involved parties and conducts workgroups to develop solutions to system needs and issues. Communicates plans and actions back to both sides of operations for an informed process.

· Manages and administers access to the EHR for users at BJJS and updates accounts accordingly within the user directory.

· Ensures appropriate security levels are assigned via active directory or security groups to safeguard the integrity of the system and privacy of individual records.

· Provide internal customer support and troubleshooting to all EHR users at BJJS.

· Manages requests for users to be added to appropriate Active Directory Security Groups for access to EHR and tracks those activated and deactivated due to personnel actions.

· Troubleshooting of user access issues and connects the users with resources to resolve issues.

· Develops educational materials and tutorials for various aspects from log-on to report development and software changes.

· Maintaining logs of users who have been granted permissions to access EHR devices. Convenes routine work sessions with BJJS leadership to ensure rosters are current and managed in a way to maintain fidelity of security protocols.

· Provides administrative clarification, information, and recommendations to the Director of the Bureau of Juvenile Justice Services (BJJS) on initiatives, directives, policies, regulations, and programs that originate from the governor's office, Department of Human Services (DHS), and other state or external agencies.

· Provide guidance and direction as related to ongoing information technology-related issues and inquiries related to the EHR implementation. Conducts regular discussion sessions with central and facility-based IT professionals to ensure proper operation of all related EHR systems despite firewall and system updates planned by CWOPA.

· Storage, imaging, and distribution of backup Surface devices issued to BJJS as related to the EHR.
· Coordinate and oversee the developing and updating EHR related forms as needed for users at BJJS. This work will be done in collaboration with the Nurse Manager and Systems Analyst Supervisor via regular committee meetings which will serve as a subcommittee of the unified practices committee and provide regular reports of updated and/or new forms within the system.

· Act as liaison between BJJS and OA-IT to identify and resolve technical issues related to the EHR implementation.

· Act as contract monitor for the EHR implementation and review/approve contract changes.

· Troubleshoot and triage various IT issues experienced by staff and end users as related to the EHR implementation as help desk or other resources are not able to support this project.

· Act as one of the primary points of contact between BJJS and the EHR vendor and assist with any and all EHR related issues.

· Develop and distribute white-sheets, tutorials and walk-throughs related to all EHR processes, including new user onboarding.

· Conduct live or recorded training in a train-the-trainer model for tasks as noted above and related to work done through the medical record subcommittee.

· Log, track, and monitor all computers and devices associated with EHR implementation and future use.

· Files requests for firewall updates/changes as new computers/IT equipment are deployed to BJJS facilities.

· Coordinate and support special projects and/or initiatives across BJJS
· Other assigned duties to support the bureau, program office, and department.

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.

Majority of work is performed independently and is reviewed for overall project timeliness, quality and completeness by a higher level supervisor.

Make determination of compliance or non-compliance with administrative, operational or program policy, procedures and regulations.

Prepares summary reports including recommendations or plans of correction based on outcomes of site visits, contract monitoring, investigations, etc.

Determine the appropriate sampling methodology and process for internal review in preparation for on-site reviews and monitoring.

Develops training outlines and/or curriculums for adhoc training assignments.

Determine the appropriate course of action after receiving a formal complaint.

Review and approve budgets and invoices for the Central office’s contracts.

Make decisions and recommendations regarding how to comply with contract requirements, training requirements and BJJS’s policies and procedures.

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:

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2.   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.

1.	Ability to communicate effectively orally and in writing.
2.	Travel as needed.
3.	Ability to work independently.
4.	Technical knowledge of electronic records utilization
5.	Establish and maintain effective working relationships
6.	Conduct and participate in trainings.
7.	Ability to represent the department professionally in meetings or other public events.
8.	Operate computer, copier and fax.
9.	Knowledge of the principles and methods of data collection and analysis.
10.	Ability to analyze and interpret policies, procedures, and regulations.