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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50296507 |
Description Activated On: 4/2/2026 9:53:56 AM |
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 professional, multi-faceted position works independently to lead initiatives and teams within the Office of the Budget (OB) and participates in multi-agency efforts. The position serves as the manager for OB Records Management, Communications, and Continuity of Operations (COOP). The position also manages special projects and contributes to the development of the annual Budget Book. |
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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. Note: This position has Mission Essential Functions detailed in the COOP Plan. COMMUNICATIONS: Directs the communications program and is responsible for both communication policy and process, working independently with the Deputy Secretary of Comptroller Operation, Bureau Directors, and other agency senior staff, as necessary. Develops and/or approves communications strategies as requested by OB senior management. Manages the administration, design, and development of the SharePoint intranet websites and the public-facing website (www.budget.pa.gov), including providing direction on commonwealth policy and best approach to other OB bureaus and business partners in coordinating SharePoint upgrades and related testing. Manages public communications between Office of the Budget and enterprise partners. Advises senior staff of issues and topics of interest as requested/required. Acts as communications lead in change management workgroups and provides direction on appropriate actions to take as they relate to communicating the change. Compiles, edits, and publishes the OB's quarterly newsletter and the Deputy Secretaty for Comptroller Operation’s quarterly report. Records Management •Directs the OB Records Management program, including developing, planning, implementing, and managing the program, policy, and internal processes. •Drafts policy and internal procedures for OB records management. •Ensures compliance with records management policy and procedures. •Develops recommendations and advises senior staff on records retention policy and process. •Serves as OB Records Coordinator and primary liaison with the State Records Center (SRC). •Provides guidance and subject matter expertise to the Alternate Records Coordinator. •Serves as OB’s primary contact for the Accounting Retention Schedule and advises PHMC (Pennsylvania Historical and Museum Commission) and OA OCRIM (Office of Administration, Office of Continuity and Records Information Management) on updates and issues. •Develops and manages OB’s electronic forms portfolio. •Creates and implements procedures to maintain bureau specific file plans. •Attends enterprise quarterly meetings and seminars. •Supports development of the annual Budget Book by ensuring records related compliance and documentation. Right to Know Law (RTKL) •Receives, logs, and processes RTKL requests. •Coordinates with staff including OB Legal to process requests. •Ensures compliance with statutory deadlines. •Maintains RTKL tracking systems and reporting. Continuity of Operations (COOP) •Supports the OB COOP program and manages activities for assigned bureaus. •Assists with COOP policy development, annual reviews, and BOLD Planning updates. •Completes MEF (Mission Essential Function) reviews, alternate workspace planning, and live exercises. •Participates in COOP related training including PEMA (Pennsylvania Emergency Management Agency) and FEMA (Federal Emergency Management Agency) requirements as needed. Special Projects •Manages assigned projects requiring timeline development, data analysis, recommendations, presentation materials, and implementation plans. •Provides project management support for initiatives requested by OB senior leadership. •Participates in project teams and collaborates to generate deliverables. •Provides technical expertise on technology issues affecting office processes. •Acts as liaison with technical resources to troubleshoot issues and develop recommendations. •Supports development of the annual Budget Book through data coordination, content review, and project management. |
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. Decision Making: The incumbent makes recommendations on issues related to The incumbent makes recommendations on Records Management, RTKL issues Communications, and COOP. Determines: •Records inventory policy, procedures, file plan management, deadlines, and concerns. •SharePoint conversion/upgrade strategy recommendations. •Communications strategy, messaging, and newsletter content. •Website content and structure recommendations. •COOP policy, procedures, deadlines, and concerns. •Structure, timeframes, and implementation strategy for Communications and COOP programs. •RTKL response strategy and documentation requirements. •Recommendations for Communications and COOP when serving as backup. •Structure, timeframes, and implementation strategy for Records Management, Communications, and RTKL programs. |
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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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