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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50605237 |
Description Activated On: 6/5/2026 8:57:39 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 position supports overall administrative responsibilities and operations of the State Historic Preservation Office (PA SHPO), a bureau of the Pennsylvania Historical & Museum Commission. |
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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. BUREAU OPERATIONS Assist with the development of bureau operating procedures and policies. Serve as the bureau's timekeeper, including processing all timesheets, entering and coding comp time, schedule changes in SAP, research inaccuracies on timesheets and correct timekeeping errors. Participate in routine training and professional development related to commonwealth procedures, PA-SHARE, and PA SHPO processes. Participate in the PA SHPO's Leadership Roundtable; meeting twice a month with Bureau Director and Division and Section leads to review priorities and contribute to the bureau's organizational planning. Assist the Bureau Director in coordinating special meetings and staff workshops. Manage the bureau’s professional development requests, budget, confirm approvals, and handle registrations. Serve as the Bureau's Human Resources Representative. Provide technical assistance to the Director and the Division Managers, and Supervisors in organizational planning and position management, assisting in the preparation of Personnel Action Requisitions, supplying appropriate documentation for filling positions, onboarding, and separations. Create the bureau’s annual training plan. Monitor requests for professional development, training and related travel budget. Prepare and submit appropriate forms, COSTA and OST. Provide administrative support to the Pennsylvania Historic Preservation Board. Duties involve Board organization management in SAP, establishing travel profiles with the Bureau for Commonwealth Payroll Operations, public meeting notices 3x per year, publishing meeting details in the PA Bulletin and newspapers as needed, overnight lodging arrangements for Board Members, ordering supplies for the meeting, contacting caterers and coordinating the meals for the meetings and securing meeting locations. Assist bureau staff with travel arrangements through Adtrav, making reservations for hotels and flights, and confirming agency coding on all travel expense reports. Maintain the proper function and operation of the bureau’s computer and equipment inventory. Coordinate all bureau Help Desk inquiries, IT inquiries, and Telecommunication inquires. Assist the public, researchers and consultants with requests and oversee the bureau’s 'front office' operations including answering general phone and email inquiries. Oversee disposition of PA SHPO’s paper records according to the agency’s retention schedule. Request files from the State Records Center, as needed. Manage bureau mail needs. Manage logistics and administrative needs for PA SHPO interns. Coordinate routine operational issues in the absence of Bureau Director and Division Manager. Participate in PHMC Safety Committee, SHPO File Room Committee, and other committees as necessary. Enforce all safety rules, procedures, and work practices and takes action to correct unsafe conditions in the workplace. Be familiar with PHMC general safety rules and safety rules specific to this position; for working in a safe manner and following all PHMC safety rules; immediately report all workplace injuries or incidents to supervisor; and to immediately correct any safety hazards in the work area or report same to supervisor. Perform other duties as may be required and assigned by the Bureau Director. BUREAU BUDGET MANAGEMENT Prepare the Bureau budget estimates by analyzing past and current expense patterns, conferring with Division Chiefs and section heads on anticipated initiatives and providing the Director with recommended funding levels for programmatic items. Respond to inquiries about specific budget requests and/or expenditures from the agency fiscal office. Investigate the issue and coordinates with the appropriate program staff as needed. Prepare reports related to expenditure trends per line item for the Director. Make recommendations for requesting fund transfers and/or supplemental funding. Manage state and federal funds budget expenditures for both personnel and operating costs, apply proper coding to individual expenses. Research discrepancies and reports to the appropriate Division Chief, or the PHMC’s fiscal office. Track expenses as reported through purchasing documents and travel expense reports and reconciling with SAP Business Warehouse Reports. Process invoices for Pennsylvania’s Historic Preservation Board, Marker and Grant Panels. Complete special projects concerning Bureau operations as assigned by the Director including basic statistical analysis and developing recommendations. Process invoicing from contractor positions, as needed. Create and maintain accounting practices for copy fee transactions, preparing transmittal documents and deposits cash payments at bank. PURCHASING Manage bureau supplies and equipment. Plan for, budget and procure supplies and equipment according to commonwealth purchasing directives and guidelines. Reconcile purchasing card monthly and ensure fund codes are correct. Coordinate and prepare purchasing documents including APR's, Purchase Orders, Service Purchase Contracts, Goods Receipts, General Invoices, and Purchasing Card reconciliation. |
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. 1.This position works independently; however, day-to-day work is assigned through routine meetings and daily interaction with the Bureau Director. 2.Prepare budget estimates and reports. 3.Analyze and monitor the bureau’s budget expenditures for State and Federal funds. 4.Determine when office equipment needs to be repaired, updated or replaced. 5.Determine appropriate staff to respond to constituent inquiries. |
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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. 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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