|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50705677 |
Description Activated On: 10/15/2026 2:52:00 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. The position performs administrative analysis, project coordination, process improvement, and physical asset management activities within Commonwealth Media Services |
|
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. Works with bureau staff and other stakeholders to assess current-state processes and business needs for technology solutions supporting media asset management. Elicits, analyzes, documents, and validates business and functional requirements and assists in translating operational needs into system requirements. Coordinates assigned activities associated with evaluating and implementing an automated, centralized physical asset management solution. Activities may include documenting requirements, supporting RFI/RFP development, participating in vendor or solution evaluation, coordinating stakeholder reviews, supporting implementation planning, and tracking project activities and issues. Participates in evaluation of proposed technology solutions and vendors to determine how well proposed solutions satisfy documented CMS business and operational requirements. Provides findings and recommendations to management and appropriate project stakeholders. Coordinates CMS activities associated with system configuration, testing, data preparation and migration, implementation, and validation. Works with technical resources, business stakeholders, and vendors to identify and resolve issues affecting implementation. Develops or coordinates user documentation, operating procedures, communications, and training materials associated with new or revised inventory processes and systems. Facilitates user training and supports adoption of approved processes and technology solutions. Serves as a primary CMS business resource and super user for implemented physical asset management solutions. Provides functional support to bureau personnel, assists with issue resolution, maintains business process documentation, and identifies opportunities for continued system and process improvement. Generates reports and performs analysis regarding inventory levels, equipment utilization, asset condition, maintenance schedules, lifecycle status, and replacement planning to support management decision-making and budget planning. Analyzes existing inventory management and related administrative processes to identify operational gaps, risks, inefficiencies, and opportunities for improvement. Develops recommendations to improve accountability, transparency, standardization, and operational efficiency. Reviews, develops, documents, and recommends policies, procedures, internal controls, and operating standards related to equipment inventory, assignment, check-in/check-out, maintenance, replacement, transfer, reconciliation, and disposition. Coordinates implementation of approved process improvements with affected stakeholders. Collaborates with production staff, supervisors, agency personnel, vendors, technical resources, procurement personnel, and other stakeholders to coordinate assigned initiatives, resolve equipment and process issues, and ensure operational requirements are addressed. Provides administrative support for bureau operations, including coordinating documentation, maintaining databases and records, responding to inquiries, preparing reports, and supporting special projects and administrative improvement initiatives as assigned. Administers and coordinates the bureau's physical asset management program for cameras, photography and videography equipment, lighting systems, microphones, laptops, memory cards, accessories, vehicle-based equipment, and other production-related assets. Tracks the complete lifecycle of assigned assets from acquisition through disposal, ensuring information remains current regarding equipment location, assignment, condition, compatibility, maintenance history, utilization, and replacement status. Conducts regular inventory audits and physical asset verification activities to reconcile equipment records, identify discrepancies, evaluate existing controls, and maintain accountability for Commonwealth-owned property. Coordinates equipment assignment, check-out/check-in, transfer, and utilization tracking processes to ensure resources are available, properly documented, and effectively allocated to support production schedules and operational requirements. Monitors equipment condition and functionality, identifies maintenance or replacement needs, removes or recommends removal of malfunctioning equipment from service, and coordinates repair activities with appropriate staff, vendors, and stakeholders. Communicates equipment availability and service issues to affected staff. Reviews equipment utilization, maintenance history, condition, compatibility, and inventory information to identify lifecycle requirements and recommend equipment purchases, replacements, upgrades, repairs, and disposals. Maintains electronic and paper records associated with equipment inventories, warranties, maintenance agreements, procurement documentation, assignments, transfers, and asset disposition activities in accordance with established requirements. Assists with procurement activities by researching operational needs, gathering equipment specifications, preparing supporting documentation and purchase requests, tracking orders, and coordinating receipt and deployment of new equipment. Performs other related 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. The employee exercises independent judgment in planning and prioritizing assigned administrative, asset management, business analysis, and project coordination activities. The incumbent independently evaluates routine inventory and administrative issues, researches available information, identifies discrepancies and process gaps, coordinates resolution with appropriate stakeholders, and determines the appropriate course of action within established Commonwealth, Department, and Bureau policies, procedures, and guidelines. The employee independently gathers and analyzes business requirements, documents current and proposed processes, coordinates assigned project activities, monitors equipment and inventory conditions, and identifies operational risks and improvement opportunities. The incumbent develops recommendations concerning inventory controls, procedures, equipment maintenance and replacement priorities, business requirements, and process or system improvements. For assigned technology and process improvement initiatives, the employee coordinates CMS business activities with stakeholders, technical resources, procurement personnel, and vendors; evaluates whether proposed solutions address documented business requirements; coordinates testing and implementation activities; and identifies issues requiring resolution. Recommendations involving significant expenditures, vendor selection, major equipment replacement, substantive policy changes, or matters having significant operational or fiscal impact are referred to supervisory or management staff for review and approval. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|