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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50704932 |
Description Activated On: 8/13/2026 8:06:02 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 serves in the Operations Team for the Department, reporting to the Operations Director and Deputy Secretary of Administration (DSA). This position supports the Department of Health's (DOH) mission to promote healthy behaviors, prevent injury and disease, and assure the safe delivery of quality health care for all people in Pennsylvania through its responsibility for comprehensive, centralized administrative services for the Executive Office and the Department, including process analysis and improvement and employee support. |
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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. As a member of the DSA's executive team, collaborates with the Secretary’s Office, Governor’s Office, Office of the Comptroller, Budget Office, Procurement Office, Human Resources (HR), and Information Technology (IT) to ensure comprehensive and efficient operations throughout the Department. This position develops, implements, advises, and consults on administrative procedures and operations and evaluates efficiency and effectiveness levels to ensure effectiveness for the following tasks: The incumbent oversees travel expenditures and credit card agency-wide usage and ensures compliance with all Commonwealth related policies and procedures relating to travel expenditures. Identifies problematic credit card transactions and conducts investigations into the nature of those transactions. Consults with supervisors on difficult or problematic transactions to evaluate individual situations and consults with Employee Relations on matters that elevate to disciplinary action and makes recommendations based upon investigations. Reviews, analyzes, interprets, and develops policies and operating procedures using initiative and independent judgment within a broad framework of existing laws, Management Directives, and policies. Serves as the Agency Corporate Travel Card Coordinator. Is responsible for over 1.5 million dollars of spending power for over 500 card holders. Acts as the liaison between the agency, the card issuer, Office of the Budget and Employee Relations for audit requests and to address discrepancies. Determines eligibility and processes all corporate travel card applications and cardholder agreements. Works with the card issuer to ensure accuracy of corporate card cardholder information, including employee name changes. Monitors corporate travel card delinquent payment reports. Analyzes card activity to determine if the delinquency is due to fraudulent activity or electronic funds transfer issues. Drafts delinquency notices for DSA signature and notifies cardholders, supervisors and Employee Relations of delinquencies and steps to resolution. Reviews monthly transaction reports for misuse and abuse of corporate travel cards. Quickly identifies any potential personal charges and works with the cardholder’s supervisor and Employee Relations to address any misuse and abuse. Closes accounts for separated employees and employees no longer authorized to use a corporate travel card. Guides employees through the process to request the reinstatement of a corporate travel card, consults with Employee Relations, and based on review of historical information, makes recommendations to the Deputy Secretary of Administration (DSA) to request reinstatement of a corporate travel card through the Bureau of Accounting & Financial Management (BAFM). Serves as the Travel Liaison for the entire Agency. Reviews all out-of-state and international travel requests on behalf of the Deputy Secretary for Administration and makes decisions to approve or refer to the Governor’s Office for approval in accordance with travel policy. Submits travel requests to the Governor’s Office through the Commonwealth Out-of-State Travel Application (COSTA) for final approval. Works with the Travel Operations Division in the Office of Comptroller Operations to address any travel issues or concerns. Manages the DH, Travel and Training Resource Account to answer employee’s questions on the travel approval process, the travel booking process, and travel reimbursements, including third party travel. Ability to troubleshoot alerts in SAP Concur for timely expense report submission. Manages the Agency Lodging Card (ALC), including reviewing travel itineraries, understanding the eligibility and criteria for card use. Works with the Budget Office to adjust cost allocations for the ALC based on reviewing multiple systems (SharePoint, Rez Reporter) to verify accurate coding is provided. Attends the Travel Super User Group meetings to receive updates from the Travel Operations Division and relay updated guidance to employees through internal policies and standard operating procedures. Reviews all Enterprise car reservations and reports to ensure employees are following Commonwealth and DOH policies and procedures. Contact the Enterprise Account Manager when there is a discrepancy such as staff not associated with DOH reserving under our account, rental costs higher than usual, etc. Provides reports on specific reservations and rentals to HR, as requested. Analyzes ground travel costs to determine if a Commonwealth fleet vehicle is a more fiscally sound option and provides their recommendations to the DOH Fleet Manager. Ensures toll violations and reimbursements are processed in a timely manner, following up with Enterprise and Comptroller as needed. Supports the Operations Team Business Analyst 2 with maintaining and updating SharePoint Online (SPO) site collections, which currently consists of three site collections with over 900 sites and subsites, both internal and external. Monitors all site collections for broken sites, pages, or web parts and updates as needed. Modifies SPO sites upon request from program and adds/removes permissions as requested. Guides teams seeking information on adding new content (appropriate uses and organization of libraries). Ensures that employees are trained on current Nintex Automation Cloud (NAC) workflows and assists with preparing guides, newsletters and presentations related to SharePoint or Nintex training and/or new feature announcements. Creates development guides when new workflows are built by the Business Analyst 2. Monitors the technical support resource account, serving as DOH tier 1 support. Works directly with programs to troubleshoot issues related to SharePoint and Nintex. Uses independent judgment to escalate issues to either the Business Analyst 2, or to OA IT via a ticket. Ensures any urgent requests are handled as quickly as possible as DOH relies heavily on SharePoint and Nintex workflows for daily operations. Uses various Microsoft and other software products, including, but not limited to: SharePoint, Forms, Excel, Teams, Word, Power Apps, Power Automate, Power BI and Nintex Automation Cloud to enhance the communications and operation of the Department. Provides technical support to employees accessing and posting information on the Department’s intranet site, the HealthHUB. Maintains library of self-help aids; liaison directly with Microsoft representative as needed. Act as the Content Manager for the EDS/SOH portion of HealthHUB. Responsible for maintaining site content for the offices and ensuring that all materials are vetted through the proper approval processes before posting. Serves as the department's Records Retention Coordinator, working with program staff to ensure that the retention schedule is accurate and up to date. Assists and makes recommendations to program with developing reasonable retentions for records if deviating from the general retention schedule. Submits any retention schedule changes to the Office of Continuity and Records Information Management and the Pennsylvania Historical and Museum Commission. Works with IT, the Office of Chief Counsel, program, and Continuity Manager to ensure all records management issues are addressed. Works with staff to ensure records are economically and efficiently managed and assists with agency digitization solutions and projects. Assists staff with appropriate transfer and storage of inactive records. Coordinates records transfers to the State Records Center and the State Archives and manages archived records requests for the Department through the Operations resource account, coordinating pick-up at the Records Center. Serves as the project manager for office renovations and relocations, coordinating with DGS, building manager, furniture vendors, equipment/IT providers, and program to review and complete requests. Recommends employees submit accommodation requests for office or furniture modifications, as appropriate. Communicates timelines and expected completion dates with bureau directors and executive staff. Ensures contracts and POs are in place before work is started within the HHS building. Plans, organizes, and coordinates surplus requests, including recycling and trash removal with DGS or DHS Delivery Center and program. Works with the Director of Operations, the Department of Human Services (DHS), and the Department of General Services (DGS) to manage the Health and Human Services (HHS) Building. Ensures equipment, utilities, IT equipment, telephone, building maintenance/cleanliness, safety requirements, etc. are completed and maintained. Reports employee concerns to building manager or DGS as necessary. Submits work orders to DGS for all building maintenance through the AiM system. Attends administrative meetings with the DSA, Operations Director and other management staff to plan and coordinate work between the Operations Team, program, DGS, DHS Delivery Center, and other Commonwealth agencies with issues pertinent to office operation. Discusses changes in policy and/or procedures and interacts with the Operations Director and DSA for advice, approval and resolution. Serves as the Travel Coordinator for the Executive Office, making travel arrangements, including interaction with the Commonwealth Travel Center for information on fares and ordering tickets, making hotel reservations, ensuring tax exemption forms are used (when applicable), conference registrations are purchased appropriately and prepare a detailed itinerary prior to travel in a manner that is most cost efficient and based on policy. Reviews the Government Standard Rate (GSA) for all travel requests to ensure that the allowable per diem rate is being utilized based on location and timing of travel. Prepares travel expense report, by collecting all necessary receipts, missing receipts are corrected, hotel taxes are withheld (as applicable), validating accrued costs are appropriate within the GSA, ensuring all necessary documents are captured and retained after travel occurs in accordance with Commonwealth policies and procedures, using the electronic SAP Concur system. Health Equity - Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Public Health Emergency Language - This position is considered an essential/emergency responder employee and carries out essential job functions or assigned emergency duties which may involve deploying to a field location to participate in public health activities or other duties as required during periods of emergency. If assigned, emergency assignments may be performed under adverse conditions and continue for periods ranging from a few hours to several weeks. |
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 occurs following careful interpretation, analysis and diagnosis of policies, procedures, and information. Employee is responsible for researching information and reviewing data independently, developing solutions, recommendations or approaches based on specific nuances for each scenario. Decision making may also involve addressing new or unique issues or problems that have not been previously addressed. Supervisor's input regarding decision making: Employee reports directly to the Operations Director and is solely responsible for technical and administrative related duties. The employee operates with considerable independence and demonstrates initiative in developing and improving agency processes and workflow. Assesses operational needs and provides information to supervisor for oversite. Supervisor reviews on-going work progress after completion or if there is a problem or exception. Communication Authority: Position advises outside its work unit. |
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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: 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 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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