DISTRIBUTION:
[ X ] Executive Offices
[ X ] Statewide
EXECUTIVE OFFICES
VACANCY ANNOUNCEMENT
"AN EQUAL OPPORTUNITY EMPLOYER"
POSTING DATE: April 25, 2006
CLOSING DATE: May 9, 2006
CLASS TITLE: Administrative Officer 3
POSITION #: 081-1020-08650-TBD
LOCATION: Office of Administration
Division of Enterprise Records & Directives
Management
207 Finance Building
Harrisburg, PA 17120
TYPE SERVICE: Non Civil Service
BARG UNIT: A3
WORK HOURS: 8:30 a.m. - 5:00 p.m.
PAY GROUP: 8, $43,893 - $66,700
RECRUITMENT METHODS
[ ] PROMOTION, SENIORITY BIDDING RIGHTS (CS or NCS) This is a
seniority bidding position for employees within the seniority unit of
and who presently hold the class(es) of. Must submit an Executive
Office Bid Form in addition to the information requested below.
[ ] PROMOTION WITHOUT EXAMINATION (CS) In order to apply, a
candidate must meet the selection criteria listed under items 1 and 2,
as well as the additional criteria listed under the promotion without
examination method section identified below. Must have previously held
or presently hold regular Civil Service Status in the class(es) of .
Must be an employee of. Candidate will not be interviewed for the
position if the candidate is unable to meet the criteria.
[ X ] PROMOTION, NON-SENIORITY (NCS)
[ X ] LATERAL TRANSFER
[ X ] REASSIGNMENT
[ ] REINSTATEMENT
[ ] VOLUNTARY DEMOTION
Overview of the Organization:
The purpose of this new office is to add and consolidate the function of
Enterprise Records Management with the Management Directives function
currently performed by the Office of Administration. The Division of
Enterprise Records & Directives Management will work closely with the
Pennsylvania Historical & Museum Commission (PHMC) and agencies under
the Governor's jurisdiction to evaluate the status and appropriateness
of agency records schedules, records retention, storage locations,
etc... to ensure consistency and effectiveness on an Enterprise-wide
basis.
JOB DUTIES: As the Chief, Division of Enterprise Records & Directives
Management, this position is assigned to manage the programs, division
staff, and function as a working supervisor responsible for a portion of
the Division's assignments.
Responsible for the oversight/management and direct involvement with the
Enterprise Records and Directives Management staff in the completion of
the following duties:
Enterprise Records Management Staff, who:
* Evaluate agency records schedules (hardcopy and electronic) and
business practices for agencies under the Governor's jurisdiction to
determine compliance with statutory, regulatory, and operational needs
* Implement, in collaboration with agency program managers and
legal counsel, changes in records management practices and retention
cycles that will enhance operating efficiency, reduce risk, and generate
savings
* Enforce enterprise records management policy, monitor agency
compliance, and where appropriate, grant waivers from standards to
address agency-specific needs
* Work collaboratively with agency program managers and legal
counsel to identify the "agency of record" for the retention of
documents that need to be accessed by multiple users
* Work on project teams to define requirements for multi-agency
access to shared systems
* Work collaboratively with PHMC records staff to create and update
general schedules
* Work collaboratively with PHMC records analysts and records
center staff to implement the Commonwealth's enterprise records
management program
* Work collaboratively with the PA Historical & Museum's
archivists, who are responsible for the historical assessment of records
that might be destined for the State Archives for permanent retention
* Provide guidance to Agency Records Coordinators within agencies
* Develop recommendations for the conversion of records to new
formats (e.g., microfilm, optical imaging, etc.), when doing so
significantly enhances operational efficiency, service delivery to those
served by the respective program, and/or results in savings
* Develop document conversion requirements (in collaboration with
agency records coordinators) and then identify the best service provider
(e.g., the PA Historical & Museum Commission, another Commonwealth
agency, in-house, outsource)
* Review agency "vital" records and/or off-site storage practices
to ensure "balance"; that is, the practices serve to mitigate perceived
risks and consequences associated with a loss of the
information/documents, and ensure that information is secure, and
refreshed at optimal intervals at a reasonable cost
* Ensure that all records management practices compliment
Continuity of Government Business Recovery needs
* Research best practices in the records management discipline and
recommend revisions to Commonwealth policy
* Gather workload/volume and cost data on the status of records
owned by agencies
* Work with agencies to convert records series to standard "general
schedules", as appropriate, and provide an analysis of the financial
impact of the changes
* Meet with program managers, records coordinators and legal
counsel to brief them on program policy/procedures/requirements
* Maintain the records portfolio for agencies
* Work with agencies to identify new records series and develop
appropriate schedules
* Inventory records at agency locations and provide on-site
consultation
* Maintain a chronology of all agency records actions, and monitor
the status of document transfers and disposals to ensure timeliness
* Develop and deliver educational/training sessions in records
management procedures and policies designed to promote cost-effective
creation, maintenance and disposition of records
* Work with agency program and IT staff to ensure that electronic
records are properly scheduled
* Prepare communications products (e.g.., memoranda, briefing
papers, Q&A sheets, newsletters, web content, PowerPoint presentations,
manuals, directives, etc.) to educate managers, and program staff on
proper document management practices
* Participate in agency Business Recovery Planning sessions and
exercises
Management Directives & Executive Board Resolution Staff, who:
* Manage document processing by determining the priority of
requests and coordinating preparation, editing, composition,
reproduction, distribution (e.g., hardcopy and website
publishing/eAlerting), revision cycles and filing of Executive Orders,
Management Directives, Manuals, Administrative Circulars, Organizational
Charts, and Executive Resolutions
* Work directly with General Counsel Special Assistants to format
and revise Executive Orders, as needed
* Respond promptly to high-priority requests from the Governor's
Office and others
* Review and prepare Executive Board Resolutions for signature by
the Secretary of the Executive Board, six board members, and the
Governor
* Review the progress of each document to ensure it is routing in a
timely manner, and place follow-up calls to Board members' offices to
determine whether Board Members will be available to sign, or whether it
is necessary to "Expedite" document approval via four signatures
(quorum)
* Review mock-up transmittal sheets to ensure document accuracy
prior to publication in the Pennsylvania Bulletin and Pennsylvania Code
* Review printed documents for accuracy, before additional copies
are generated
* Forward documents to the Legislative Reference Bureau, as
required
* Research prior document issuances, upon request
Other duties as assigned.
MINIMUM EXPERIENCE AND TRAINING REQUIREMENTS: One year as an
Administrative Officer 2; OR Four years of experience in progressively
responsible and varied office management of staff work in public or
private organization, including experience in personnel management
budgeting or procurement; and such training as may have been gained
through graduation from a four-year college or university; OR Any
equivalent combination of experience and training.
HOW TO APPLY: A written request must be received or postmarked on or
before the posted closing date by the Contact Person listed below.
Submit a request for consideration in the form of a memorandum, letter
or bid form which must be accompanied by a Non-Civil Service Personal
Data Sheet and resume' which reflects work history and education. The
contact person may be contacted by telephone for additional information.
Telephone requests for consideration will not be accepted.
A brief description of the duties is included under the JOB DUTIES
section listed above. Also included is a copy of the position's
essential job duties as required by the Americans with Disabilities Act
(ADA).
APPLICANTS APPLYING FOR NON-CIVIL SERVICE POSITIONS MUST:
1. Submit a request for consideration in the form of a memorandum,
letter or bid form which must be accompanied by a Non-Civil Service
Personal Data Sheet and resume'. A Non-Civil Service Personal Data
Sheet can be obtained from the Contact Person listed below, secured from
the Bureau of State Employment's (BSE) website at www.bse.state.pa.us
<http://www.bse.state.pa.us/> or retrieve a copy at the BSE (Finance
Building, Room 110) or the Office of Human Resources (Finance Building,
Room 508-B);
2. Meet the minimum experience and training required for the job as
indicated on the Vacancy Notice. Any specialized requirements above and
beyond those required in the class specifications have been approved by
the Executive Offices;
3. Must meet the Meritorious Service Requirements as defined: a)
the absence of any discipline above the level of written reprimand
during the 24 months preceding the closing date on the position, and b)
the last due overall regular or probationary EPR is "Satisfactory" or
higher; and
4. Must provide latest annual or probationary Employee Performance
Review (EPR) when applying for this position.
IF YOU NEED AN ACCOMMODATION DUE TO A DISABILITY WHEN INTERVIEWING FOR
THIS POSITION, PLEASE ADVISE THE PERSON WHO CONTACTS YOU FOR THE
INTERVIEW. THE PA RELAY SERVICE (1-800-654-5984) IS UTILIZED BY THE
EXECUTIVE OFFICES.
CONTACT PERSON: John P. Gasdaska
ADDRESS: Office of Human Resources, Executive Offices
508-B Finance Building
Harrisburg, PA 17120
TELEPHONE: (717) 783-5446 E-MAIL: [log in to unmask]
Identification of Essential Job Functions/ADA
Essential Job Functions for Administrative Officer 3:
* Knowledge of the principles, regulations and directives
related to records management
* Knowledge of Management Directives and Executive Board
Resolution System procedures
* Strong interpersonal skills and the ability to cooperate and
collaborate with others at all levels
* Strong written and verbal skills
* Experienced in the use of a personal computer
* Strong organizational and problem solving skills
* Ability to work in a team setting, as well as independently
* Supervisory experience and ability to mentor others
Supervisor: Suzanne Campbell, Special Assistant to the Secretary of
Administration
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
