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 2
(2 positions)
POSITION #: 081-1020-08640-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: 7, $38,475 - $58,465
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 evaluates 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, and in collaboration with agency program managers and
legal counsel, implements changes that will enhance operating
efficiency, reduce risk, and generate savings. This position is
responsible for:
* Critically evaluating how best to meet retention requirements in
the most cost-effective manner possible
* Recommending change in agency records management
practices/policy
* Implementing, in collaboration with agency program staff,
changes in records management practices
* Enforcing enterprise records management policy, monitoring
agency compliance, and where appropriate, granting waivers from
standards to address agency-specific needs
* Working 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
* Working on project teams to define requirements for multi-agency
access to shared systems
* Working collaboratively with PHMC records staff to create and
update general schedules
* Working collaboratively with PHMC records analysts and records
center staff to implement the Commonwealth's enterprise records
management program
* Working 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
* Providing guidance to Agency Records Coordinators within
agencies assigned to this position
* Developing recommendations and requirements 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
* For document conversion projects, identifying the best service
provider (e.g., the PA Historical & Museum Commission, another
Commonwealth agency, in-house, outsource)
* Reviewing agency "vital" records and/or off-site storage
practices and costs 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
* Ensuring that all records management practices, within the
agencies assigned to the position, compliment Continuity of Government
Business Recovery needs
* Researching best practices in the records management discipline
and recommending revisions to Commonwealth policy
* Gathering workload/volume and cost data on the status of records
owned by agencies assigned to the position
* Working with agencies to convert records series to standard
"general schedules", as appropriate, and providing an analysis of the
financial impact of the changes
* Meeting with program managers, records coordinators and legal
counsel to brief them on Enterprise program
policy/procedures/requirements
* Maintaining the records portfolio for agencies assigned to the
position
* Working with agencies to identify new records series and
developing appropriate schedules
* Inventorying records at agency locations and providing on-site
consultation
* Maintaining a chronology of all records actions for agencies
assigned to the position, including monitoring the status of document
transfers and disposals to ensure timeliness
* Developing and delivering educational/training sessions in
records management procedures and policies designed to promote
cost-effective creation, maintenance and disposition of records
* Working with agency program and IT staff to ensure that
electronic records are properly scheduled
* Preparing communication 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
* Participating in agency Business Recovery Team planning and
exercises
MINIMUM EXPERIENCE AND TRAINING REQUIREMENTS: One year as an
Administrative Officer 1. OR Three years of experience in progressively
responsible and varied
office management or staff work, including experience in personnel
management, budgeting, or procurement; and a 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]>
Essential Job Functions for Administrative Officer 2:
* Utilize PC/Word and various software packages
* Knowledge of the principles, regulations and directives
related to records management
* 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
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
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