Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 50695583	Description Activated On: 7/23/2026 11:39:13 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 is assigned to the Strategic and Administrative Services Office within the PA Insurance Department. The purpose of this position is to manage the Department’s Continuity or Operations Planning (COOP) and safety program, facilities management, records management, and the Department’s automotive fleet.

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.

Continuity of Operations Planning (COOP) and Department Safety:
Serves as a coordinator of the Department’s COOP/COG program managing critical response and continuity of operations in the event of the COOP plan being activated; furthermore, is responsible for the development and updates of the COOP plan.

Develops and manages the Department COOP document and coordinates training Department employees.

Coordinates and initiates regular meetings with bureau director and key staff to review COOP plans and provide updates to plan and encourages group participation in these meetings. Attends training provided by OA, PEMA, FEMA etc.

Assists with the agency’s Enterprise Risk Management program. Provides guidance to Department leadership on documenting and mitigating identified risks. Reports on Department risk mitigation activities.

Serves as the agency’s Safety Coordinator. Duties include, but are not limited to, attending safety coordinator meetings; conducting workplace safety inspections; maintaining and updating the agency’s evacuation plans and ensuring that they are practiced in accordance with policy; developing and conducting safety-related training for staff and management; ensuring that all evacuation team roles are fulfilled in the agency and conducting training for team members; establishing annual safety-related goals; providing employees with regular communication on safety issues, providing training and education opportunities; ensuring proper maintenance of the agency’s AEDs and first aid kits; and coordinating AED/CPR/First Aid training for interested staff members.

Maintains and tracks accident/injury reports for the Department. Ensures that issues are investigated and resolved. Verifies that unsafe conditions are appropriately addressed.

Services as the Department Fire and Evacuation Officer for Strawberry Square office, including coordinating the evacuation team, securing the team is fully assigned with volunteers, maintaining emergency contacts and relationships, taking the lead in emergency evacuations and drills/practices, and continually keeping the Department employees properly informed as to emergency evacuation procedures and current information.

Facilities Management and Automotive Officer:
Manages facility, furniture, and equipment requests and issues for the Department’s physical operations and worksites in Strawberry Square, CAB Building, and field offices throughout the State. Prepares, submits, and coordinates work order requests for repairs, renovations/alterations, and maintenance.

Coordinates and maintains relationships with facilities’ landlords, such as Harristown Development Corp, various points of contact in Department of General Services (DGS), and other vendors in order to address issues and implement facility solutions.

Processes vendor invoices related to non-document purchases & inventory by reviewing and submitting for approval; Use purchasing card in accordance with Commonwealth & Department procedures.

Serves as the Department’s Automotive Officer handling all automotive requests and issues with DGS, including attending monthly automotive officer meetings, transferring of vehicles as personnel changes occur, monitoring EZ Pass usage and records, doing invoice reconciliations and keeping records current, monitoring vehicle telemetric data and reports and addressing areas of concerns/violations, maintaining vehicle maintenance service and records, coordinating annual Taxability of Use of State-Provided Vehicles with Comptroller’s Office, and performing other related duties.

Maintains parking operations and assignments for the Department’s employees, including assigning and revoking parking usage and assisting in the Department’s Budget and Finance Office is parking contract issues with the parking vendors.

Records Management:
Administers, analyzes, and coordinates the agency’s records and information management program to provide for the creation, maintenance, retention, transfer, and disposition of all types of records, regardless of format. Assists agency program staff in the records management functions, including inventory, analysis, and scheduling of agency records with regard to statutory and administrative requirements.

Conducts process reviews with agency staff to establish Records Management policy and procedures. Monitors for compliance with business continuity, security and records/information management, and application to specific operating problems and situations. Maintains open communication within all areas of the agency to identify new records. Provides guidance to agency personnel with the physical inventory and analysis of records and with the implementation of their specific retention schedules.

Performs other duties as assigned.

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.

An employee within this position is expected to work independently and collaboratively for areas of defined responsibilities on a daily basis. Unusual issues and proposed new initiatives are to be discussed with chain of command.

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:

N/A

Licenses, registrations, or certifications:

1.   Class C Driver's License

2.   N/A

3.   N/A

4.   N/A

5.   N/A

6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Coordinates various Department management programs.
2.	Effectively manages various assignments with various levels of complexity and maintain deadlines.
3.	Communicate effectively verbally and in writing.
4.	Utilizes various electronic systems, tools, and applications in order to perform job functions.
5.	Maintains a consistent professional level of conduct and effective communications.
6.	Operate Commonwealth vehicle
7.	Lift objects weighing up to 50lbs.
8.	Travels, including overnight, as required.
9.
10.