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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50610825 |
Description Activated On: 6/29/2026 12:36:30 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. 1. Primary responsibilities: technology and business project manager and advisor/research analyst for all current and future technology (equipment, software and electronic processes) utilized by the Bureau of Administrative Services (BAS) in support of Labor & Industry (L&I) programs. Work in conjunction with the requirements of the Office of Information Technology (OIT) and the Continuity of Operations Plan (COOP) to sustain official forms, vital records and print and mail critical business functions and workflow processes. 2. Secondary responsibilities: provide records management instruction and administration to bureaus and offices in L&I as the official Alternate Records Coordinator and provide guidance and training to the BAS management technician as the technology resource and advisor to this position. This position requires comprehensive and detailed knowledge and understanding of both the Management Technician and the Records Coordinator positions and necessitates being able to fulfill the requirements of either position on a temporary basis and when the incumbent is in need of high-level expertise. 3. In the absence of or at the direction of the Agency Open Records Officer (AORO), perform administrative tasks associated with requests for the release of public information through the Right to Know Law (RTKL). Responsibilities: receive requests submitted to the agency under Act 3 of 2008, direct requests to appropriate persons within the agency or other agency, track the agency’s progress in responding to requests within the timeframes established by the Open Records Office (ORO), issue interim and final responses, collect fees if necessary for copies and postage, and obtain review and approval of all documents to be disclosed by an Office of Chief Council RTKL legal liaison before release of any information. Document and maintain all requests, interim activity and responses in a spreadsheet and files in an RTKL resource account and shared drive and retain for the required records retention. Records may contain sensitive, private and/or proprietary information that must be kept confidential and secure. |
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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. 1.As the BAS technology project manager, advisor and research analyst, must be knowledgeable and current with the systems, business and production processes, hardware, software, databases and OIT protocols which support the Department in these essential and/or critical business functions as part of the Continuity of Operations Plan (COOP): document/forms control and records and vital records management in the creation, maintenance, retention, and disposal/deletion of all official forms, print and mail operations and all associated business and workflow processes. This position provides planning and IT project support and implementation activities to ensure project tasks are on schedule and meet project goals and objectives. Exercises independent evaluation and judgment and makes recommendations to management, relative to BAS technology processes, hardware and software in its daily business. Coordinates and participates in the review of business processes and the documentation of requirements. Collects, researches, analyzes and maintains data to document the methodology, procedures and equipment utilized in program project planning. Reviews technology specifications on equipment and software. Prepares written reports of analyses and evaluation of the subject matter to program management. Collaboration with key OIT staff, business partners and program stakeholders is imperative to identify informational needs and gaps and follow IT protocols, approval and review processes and obtain final authorizations. This position must be able to discern and provide technical information, training, instruction, guidance, and continual process review. Insure that proper procedures are followed and controls are established by making necessary changes to correct problems and test programs that have been written to insure that they work properly. Plans and conducts meetings with business partners and stakeholders. Meet with vendors to review product offerings and conduct evaluations of products' effectiveness and compatibility within L&I technical protocol. Discuss technology products and services with OIT to determine their effectiveness and usefulness to our programs. Request vendor specifications, quotes and statements of work to review with OIT. 2. As the BAS technical advisor and trainer, prepares manuals and written training materials for reference and permanent step-by-step procedures to be utilized by program staff, conducts small classroom style computer labs to instruct BAS staff on new systems, software and workflow processes, and provides individual instruction as needed. Educate higher level classification positions to be able to comprehend and function within newly created systems and processes. Reviews technical manuals and other literature, attends seminars, conferences and training classes to be current with new information, services, products and information technology developments. This position is designated as the “train the trainer” position for BAS in agency technology related classroom or online educational requirements. 3. This position is designated as the official Alternate Records Coordinator for L&I. The person in this position must provide high level assistance and backup to the L&I Records Coordinator (Management Analyst 2) in order to fulfill the requirements and responsibilities directed in Commonwealth Executive Order, Management Directives and the position requirements of the Records Coordinator, in the event that the Coordinator could not perform his/her functions of records management and vital/essential records management for L&I and/or the degree and volume of work required in this larger agency of the commonwealth necessitates it. Continual training and staying current with information concerning records management is mandatory. Must be knowledgeable in the principles of records and information management and the laws, regulations, and management directives pertaining to the agency’s records. Meets with bureaus, offices, boards, and executive level staff to analyze records of business, prepares file plans, and updates Records Retention and Disposition Schedules as necessary, completes and submits the necessary forms for Executive Board approval to amend, add, or delete records on records schedules as needed, participates in records audits, inventories, and space studies, participates in a yearly agency vital records update for disaster recovery purposes and records security, prepares records transfers and shipments to the State Records Center and State Archives, makes records requests from the State Records Center, authorizes records disposals, accesses information and runs reports in the OmniRim electronic records inventory system, provides training and support to program areas in records management policy obligations and work processes, updates intranet information on records management, reviews filing equipment requests, and assists in administrative responsibilities associated with the records management program such as in e-mail and written correspondence, forms preparation and detailed filing, and documentation of all activities of the L&I Records Management Program. These responsibilities require written and verbal communication skills and interaction with the Office of Administration - Office of Enterprise Records Management, the Pennsylvania Historical and Museum Commission, the State Archives, the State Records Center, and L&I bureaus, offices, boards, legal representatives, OIT and executive level staff. Attends training, seminars, and conferences as requested by supervisor to continually supplement and acquire knowledge in all aspects of records, information management and technology. Assists in any other related records management duties and responsibilities. 4. Advisor and resource to the BAS Management Technician. In periods of reorganization, major equipment purchasing/leasing/deployment, or other projects involving higher level technology knowledge, advises and provides guidance and training to the Management Technician. 5. In the absence of the Management Technician or when that position is vacant, will provide customer service and be the point of contact for computer and technology assistance/problem resolving for BAS employees and vendor assistance/coordination. Must be proficient with the Information Technology Service Management tool for technology equipment inventory (printers/PC’s/telephones, etc.), maintenance, and user authorizations. Approves ServiceNow Requests to initiate changes in hardware, software, printing, and telecommunication equipment for users. Coordinates and reviews all equipment change requests and technical services for the Bureau. These requests involve moving existing personnel to different cubicles/offices, ensuring availability of computer resources for newly hired personnel, making changes to entries in the Department’s global addressing system (GAL), requesting software installation on users’ computers, configuring newly purchased equipment to ensure connectivity to the network, physically locating and relocating active and surplus electronic equipment, requesting permissions/changes to shared drives/folders, telecommunications requests and changes, equipment leasing and maintenance information, etc. Attends ServiceNow training to acquire new and revised information in the IT Service Management Application and confers and discusses suggestions and solutions to problems and issues within BAS and OIT. Ensures accuracy of serial numbers, internet protocol addressing, user identification, location, peripherals, etc. 6. Consults with management and OIT staff to ensure that data is being submitted to maintain accurate budget/financial, technical, and inventory information. Resolves technical issues that arise and follows through on processes to successful resolutions. Creates, monitors, and analyzes detailed reports for statistical and financial review. Prepares reports of requested information from OIT by due dates. Create Excel spreadsheets on BAS shared drives to keep technology information and its associated employees updated. 7. Serves as backup to the Requisitioner/Receiver in Supplier Relationship Management (SRM). SRM is the electronic system used by L&I to purchase supplies, services, and equipment from approved state contracted vendors. This process requires being able to identify purchasing needs, accessing and researching state contracts and approved vendors, evaluating product quality and cost, making recommendations after conferring with OIT staff and management, knowledge of procurement regulations, etc. The process is initiated by creating a purchase requisition in SRM and entering data on goods/services desired: product codes, descriptions, quantities, costs, vendor information, delivery instructions, federal and state financial coding, and submitting for approval. Follow-up until goods or services are received is essential along with completing goods receipts for monthly payment(s). 8. Attends meetings, forums, training, and technology conferences as directed by the Management Analyst Supervisor. Must be able to attend training at other locations in the Harrisburg area and the state when required. Prepares reports for distribution to appropriate personnel noting and developing program recommendations, actions, and procedures to be taken. 9. Serves as the LION intranet content administrator for the bureau. Coordinates, develops, and maintains customer information published to the LION. Provides research, development, design, and guidance to management staff and their designees on information to be published for the bureau. 10. Operates a personal computer and shows proficiency in Microsoft Office products such as Word, Excel, Outlook. Will be required to use and understand various other programs such as ServiceNow, SRM, IES and various other BAS systems and software to instruct staff and generate and develop required documentation and reports supporting BAS document control, print, and mail programs. 11. Develops, writes, and maintains desktop procedural guides, training materials, work processes/procedures, technical manuals, etc. 12. Assists the Supervisor in the administrative and training responsibilities of the L&I recycling program when needed. 13. Performs other related duties as assigned by supervisor. |
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 BAS technology project manager and Alternate Records Coordinator roles have significant impact on Labor & Industry programs, offices, boards, and bureaus relative to the critical and/or essential business functions it is responsible to support as noted in the agency’s COOP plan. Program projects and performance objectives are provided for assignments. This position requires analyzing program technical requirements and records management operations and current practices, research, recommending and developing more efficient processes and procedures, preparing detailed reports and forms, assisting staff with questions and training, and meeting and accomplishing the goals of the Records and Technology program section in a timely manner. Technical decisions/projects involve independent analysis and review, judgment, and recommendations. A mutual understanding, collaboration, cooperation, and section teamwork is essential in this position working jointly with the MA2 and MT and being able to independently perform the requirements of these two positions when necessary. Work is initiated and reviewed as needed by the Management Analyst Supervisor to ensure that valid methods and reports are developed and program requirements are met and completed when necessary. Anticipates and promptly advises supervisor of emerging issues/problems/concerns with a plan to address and communicate to those affected. |
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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 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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