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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50701227 |
Description Activated On: 9/14/2026 11:35:56 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. The Administrative Officer is tasked with highly complex analytical and project management work involving managing projects including leading teams or individuals from multiple and varied programmatic areas and analyzing agency operations to ensure program operations are met while coordinating relocation moves in adherence to the Governor’s Space Optimization Utilization Plan (SOUP). The incumbent will also develop and support new or revise existing programs within the Bureau of Surplus and Supplies based on their review and implementation of policy changes as well as determine appropriate solutions and lead implementation efforts. The incumbent will oversee highly complex projects that involve relocating multiple agencies across the commonwealth, interfacing with their program and executive leadership as well as front line workers to ensure they are able to safely and effectively meet their operational needs while adhering to meet their fiscal and economic consolidation efforts. The incumbent will also lead and support the coordination of cross-bureau initiatives to ensure consistency and alignment with the strategic mission and operational goals via, the development of tools, dashboards, metrics, reports, and presentations to make recommendations for policy and process improvements. |
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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. Leads the concierge service for highly complex and highly visibility agency relocations by managing all logistical and planning aspects and acting as the primary point of contact for key stakeholders and customers. These moves may entail highly conflicting goals and objectives as well as complex fiscal and economic ramifications throughout the state. Travels across the state to meet with customer agencies, conduct site assessments and assist with relocation projects. Develops and updates agency relocation policy, procedures, and documentation to standardize best practices and enhance service delivery. Develops and maintains familiarity with State Surplus and Warehousing policies and procedures that may align with core responsibilities of the project manager role. Leads or supports special projects within the Bureau, including the PennDOT Heavy Equipment Auction, PennDOT Right-of-Way auctions, and other programs. Coordinates the redistribution or surplus disposition of Commonwealth agency assets resulting from the SOUP program and other Commonwealth surplus programs. Ensures assets are properly tracked and processed through the Bureau’s inventory and surplus systems. Provides cross-training to BSSO staff and may provide operational backup for surplus pickups, warehouse functions, and materials handling, as needed. Uses BSSO’s internal software program, PASS, to input, track, and report on agency surplus requests. Establishes guidelines for vendor performance, evaluates service delivery, and ensures compliance with procurement standards. Builds relationships with frontline staff and leadership, to implement program goals, lead change management initiatives, and advance policy solutions. Serves as the intermediary between BSSO, the Bureau of Real Estate (BRE), the DORES space team, and relocating agencies to ensure communication and operational alignment. Meets with program area leaders to assess operational challenges, analyze root causes, and recommend tailored solutions that align with bureau strategy and best practices. Supports change management efforts by developing actionable plans and resources that guide business decision making across the organization. Applies data-driven approaches to assess program performance and recommend improvements for the bureau as well as the concierge program. Synthesizes complex information into accessible formats for decision-making and internal communication. Develops tools, dashboards, and presentations that visualize strategic priorities and operational trends. Supports the coordination of cross-bureau initiatives to ensure consistency and alignment with the strategic mission and operational goals. Gathering agency operations, assessing the support needed to allow an agency to manage operations before, during and after the move. Synthesize the agency’s information into a single, accurate, comprehensive relocation plan; assesses, improves, updates and submits plans to customer agency leadership. Make changes as needed and then implements the plan and oversees execution and adapts as appropriate based on changing needs and timelines. Will conduct after action reviews on each project to incorporate and document lessons learned, conduct surveys to ensure we are on target for performance, client satisfaction, and overall cost-effectiveness and updates project documents and plans accordingly. Advises and making recommendations to customer agency leadership and departmental on logistical and budgetary implications of moves, contributing to informed resource planning. Develop Scope of Work (SOW) and collaborates with SMEs in generating detailed, scaled AutoCAD drawings for Request for Quotations (RFQs) and relocations. Conduct on-site stakeholder walk-throughs as part of preparation for SOW and to ensure completion and compliance to the SOW. As part of the procurement process, submit SOW and drawings for RFQ, conduct vendor site visits to discuss the scope of work and relocation drawings. Develop and communicate relocation scheduling with electricians, plumbers, carpenters, painters, moving vendors, furniture vendors, warehouse staff, BRE, to ensure project moves are timed and coordinated. Tracks project milestones, monitors risk factors, and adjusts timelines to keep relocation projects on schedule and within scope. Monitors and evaluates facility safety and security conditions; prepares and submits reports to agency authorities and building/property management to ensure compliance and appropriate response. Maintains accurate records and inventories during agency moves to protect assets and ensure accountability. Supports pre and post-move activities and assessments to identify improvement opportunities and document success factors. Provides technical guidance and mentorship to administrative staff supporting relocation efforts. 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. This position exercises independent judgment in the development and implementation of policy and procedures pertaining to the concierge program and will make recommendations on policy and procedures for the bureau in terms of efficiency, and effectiveness. This position will also exercise independent judgement in the planning and managing the highly complex agency relocation and other projects from conception through completion. The incumbent determines how to structure communication with multiple stakeholders, prioritize tasks, resolve issues in real-time, and adapt procedures to accommodate each relocation’s complexity. Decisions impact customer agencies across the enterprise as well as agency continuity, employee productivity, and the efficient use of government space and resources. |
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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. Class C Driver's License 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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