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 1
POSITION #: 081-1020-08630-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: 6, $33,702 - $51,208
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: This position is responsible for the operations of the Enterprise Management Directives & Executive Board Resolution program in the Office of Administration. The individual in this position will be required to do the following:
* Develop and implement procedures for expediting the flow of documents through both the Directives Management and the Executive Board Systems with limited supervisory oversight
* Provide guidance to all agencies, boards, commissions and councils under the Governor’s jurisdiction for submission and distribution of all proposed documents issued by the Directives Management and the Executive Board Systems
* Assist in the preparation of budget estimates, monitor budget expenditures, and prepare other fiscal and statistical reports
* 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
* Monitor the progress of each document to ensure it is routing in a timely manner, and place follow‑up calls to Board members’ offices are sometimes required 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
* Train back-up personnel in all functions of the position, which includes but is not limited to, workflow, distribution, filing, office record keeping, and various software programs
* Oversee the typing of documents from handwritten draft and electronic files (often in various formats) into draft or final form
* Proof documents for spelling and grammar, and submit documents to the respective author for review
* Maintain distribution lists for email alerts (eAlerts) for all documents published on the OA website
* Maintain the registration list for Executive Board Resolutions
* Maintain control over all incoming and outgoing correspondence via mail, e-mail and telephone questions/requests
* Research prior document issuances, upon request
* Purge files periodically to remove extraneous copies of rescinded or amended documents, and as appropriate, remove background material from active files and transitions them to the inactive files
* Ensure that proper procedures are followed for retention and disposition of records
* Determine supply needs for the work unit, requisitions all office supplies, and tracks expenditures
* Review and approve office costs (e.g., printing and postage)
MINIMUM EXPERIENCE AND TRAINING REQUIREMENTS: Two years of experience in varied office management or staff work; and bachelor's degree; 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] <mailto:[log in to unmask]>
Identification of Essential Job Functions/ADA
Essential Job Functions for Administrative Officer 1:
* Utilize PC/Word and various software packages
* Knowledge of Directives Management and Executive Board Resolution procedures
* Good interpersonal skills and the ability to cooperate and collaborate with others at all levels
* Communicate verbally and in writing
* Good organizational and problem solving skills
Supervisor: Suzanne Campbell, Special Assistant to the Secretary of Administration
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