Below is the job posting for the vacancy in BIE. If interested please apply using the link below. Thanks!

 

https://www.governmentjobs.com/careers/pabureau/jobs/2066691/administrative-officer-3?keywords=Administrative%20Officer%203&pagetype=promotionalJobs  

 

 

Commonwealth of Pennsylvania Logo


COMMONWEALTH OF PENNSYLVANIA
invites applications for:

Administrative Officer 3



The Commonwealth of Pennsylvania is proud to be an equal opportunity employer supporting workplace diversity.

 

SALARY:

$55,902.00 - $84,910.00 Annually

JOB TYPE:

Civil Service Permanent Full-Time

DEPARTMENT:

Public Utility Commission

LOCATION:

Dauphin County

OPENING DATE:

05/03/18

CLOSING DATE:

05/14/18 11:59 PM

JOB CODE:

G0865

POSITION NUMBER:

68915

UNION:

MANAGEMENT

BARGAINING UNIT:

A3

PAY GROUP:

UT08

BUREAU/DIVISION CODE:

1350

BUREAU/DIVISION:

Bureau of Investigation and Enforcement

WORKSITE ADDRESS:

400 North Street

CITY:

Harrisburg

ZIP CODE:

17120

CONTACT NAME:

Shannon Marciano

CONTACT PHONE:

717-787-8714

CONTACT EMAIL:

smarciano@pa.gov

THE POSITION:

Work hours are 8:00 AM - 4:30 PM - Monday through Friday.

If you anticipate the need for an accommodation due to a disability, please inform the Human Resource Office at the time an interview is scheduled.

DESCRIPTION OF WORK:

The Administrative Officer for the Bureau of Investigation and Enforcement (I&E) is responsible for coordinating all administrative functions of the Bureau.
 
Responsibilities include:
 
Provides direct supervision to I&E Administrative staff. Assigns and organizes workflow and ensures staff utilizes standardized procedures. Approves leave requests and time sheets. Recommends training of support staff personnel. Completes employee performance reviews for support staff. Communicates appropriate instruction involving performance evaluations; gathers appropriate forms and submits them to proper personnel.

Comprehends Commonwealth Travel Rules and Regulations; prepares appropriate forms and register individuals for training; reviews all travel expense vouchers and prepares appropriate reports. 

Actively participates within I&E Management Team; provides counsel and advice to Director and other I&E personnel on administrative matters.

Coordinates and supervises preparation I&E budget and re-budget submissions; supervises preparation and submission of federal grant budgets; monitors bureau activities and conducts internal audits to confirm fulfillment of Motor Carrier Safety Assistance Program (MCSAP), New Entrant Audit (NEA) and Pipeline and Hazardous Materials Safety Administration (PHMSA) requirements. Ensures MCSAP, NEA and/or PHMSA eligibility of reimbursable expenses. Provides required expenditure reports to state and federal agencies.

Monitors status of travel funds; reconciles Bureau spending; provides updates to Director; reviews and recommends approval of all out-service training requests based on job-relatedness and availability of funds.

Reviews and approves requests for special purchases based on appropriateness and availability of funds for field and office-based personnel.

Calculate projected expenditures for motor carrier strike force events, safety audit blitzes, and other enforcement efforts. Apprise Bureau Director, Motor Carrier Chief and Division Manager of current budget conditions and availability of funds.

Prepares Bureau goals and objectives; monitors progress throughout the fiscal year.

Serve as Bureau's InfoMAP Coordinator.

Serve as Management Information Systems (MIS) liaison for office and field-based personnel.

Maintains Bureau Master Calendar and ensures that all internal and external deadlines are met without exception. Periodically request updates from Legal and Technical staff to ensure I&E personnel are on point relative to their assignments and deadlines.
 
Responsible for standardizing administrative procedures within I&E and updating the internal procedures manual as needed.
 
Organizes Bureau personnel actions, including reviewing all requests for reclassification, making recommendations to the Director and preparing materials for submission to the Director of Operations and Human Resources; generating and updating job descriptions and essential functions for all existing personnel as well as coordinating the posting of all I&E vacancies; participates in the interviewing and hiring of I&E personnel. Follows up with HR when posting closes for list of applicants and coordinates interview times. Participates in interview process to fill positions.
 
Submits requests for authorization to attend conferences, workshops, etc. Submits expense reports and request for state vehicles when necessary. Assists with coordinating travel requests. Manages the Bureau's ongoing budget and allocation of funds for training and travel, and compliance with associated protocols.
 
Attends Commission Public Meetings and identifies assignments or other actions that have an impact on I&E.
 
Reviews publications (such as the PA Bulletin) to determine if there are any cases relevant to our responsibility.
 
Plans, designs and implements office renovations and relocations; oversees the maintenance of the physical facilities; ensures Bureau is in compliance with PUC safety regulations.

Responsible for maintaining confidential information covered by Protective Order, ensures that I&E is constantly compliant with Act 156 mandates.
 
Develops and directs I&E emergency procedures; ensures that internal and external contacts are apprised of any situation by remotely updating main Bureau phone line/messaging system.
 
Creates tasks in InfoMAP and forwards to appropriate staff.

Bureau liaison with MIS in coordinating computer hardware and software acquisition, request for computer equipment, resolving computer problems, and request for system development.
 
Liaison for phone issues, building issues, security and safety concerns. Directs the maintenance of the physical plant. Plan, design and implement office renovations and relocations.

Trains and assists timekeeper. Backs up when necessary. Runs weekly report to make sure all timekeeping errors are addressed. Makes recommendations on personnel issues as needed. Provides ESS Self Service User assistance to new employees for labor distribution coding, daily time input, absence requests, and payroll changes.
 
Prepare various reports for internal and external use, e.g. Bureau Director's Report, Annual Report, Budget Briefing Book and the quarterly Informal Investigation Report.
 
At Director's request, collects and organizes data required for speaking engagements. Prepares presentations using appropriate software technology assuring material is presented accurately and professionally.
 
Performs other related duties as assigned.

Essential Functions:

Communicates effectively both orally and in writing.
 
Handles multiple assignments containing conflicting demands and priorities. 
 
Establishes and maintains effective working relationships. 
 
Accesses, inputs, transmits and receives information from a computer.
 
Gathers information for the submission of Commission reports.
 
Trains, plans, assigns, reviews and supervises the work of administrative staff.
 
Analyzes and evaluates information and recommends appropriate action.
 
Conducts effective presentations and meetings to diverse audiences. 
 
Carries out special projects assigned by the Bureau Director.
 
Communicates with appropriate Commission Bureaus regarding operational needs including equipment, staffing and other requirements.
 
Interprets and applies applicable laws, regulations, policies and procedures including the Commonwealth Contract Guidelines and Policies.  Interprets contract provisions and monitors bureau procedures for compliance with the terms of the collective bargaining agreements.
 
Travels as needed.
 

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY:

Eligibility - all candidates
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. 

EXAMINATION INFORMATION:

EXAMINATION INFORMATION:
Recruitment Method(s):
Applicants must meet one (or more) of the following methods(s) to be considered for this vacancy:

  • Promotion Without Examination
  • Transfer
  • Reassignment
  • Voluntary Demotion
  • Reinstatement

Eligibility - Competitive Promotion Without Examination Only
CLASS RESTRICTIONS

  1. Have held regular civil service status in one of the following classifications:
  • Administrative Officer 2, PUC
  • Human Resource Analyst 2 (General)
  • Administrative Officer 2
  • Mgmt Anl 2 Puc
  • Mgmt Anl 2
  • Fiscal Management Specialist 2
  • Business Analyst 2, PUC

Or in a classification at Pay Scale Group 7 where there is a clear linkage between the knowledge, skills, and abilities required to perform the duties of that class and the knowledge, skills, and abilities required of the Administrative Officer 3 class. Applications submitted will be reviewed to determine if an applicant's current or previous class has a logical occupational, functional, or career development relationship to the Administrative Officer 3 class.
Selection Criteria:

  1. Minimum experience and training required for the job.
  2. Meritorious service; defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last due overall regular or probationary performance evaluation was higher than unsatisfactory or fails to meet standards.
  3. Seniority, defined as a minimum of one year(s) in the next lower class(es) by the posting closing date of 5/14/2018.

Application Instructions

Interested qualified applicants must submit all requested materials as specified in the "How To Apply Section". Failure to comply with the above application requirements will eliminate you from consideration for this position.

Additional information may be obtained by calling: (717)787-8714

This section is issued for compliance with Management Directive 580.19, Promotion in the Classified Service without Examination.

How to apply - all candidates:
Submit an online application at https://www.governmentjobs.com/careers/pabureau/promotionaljobs on or before Monday, May 14, 2018 and attach:

  • Resume
  • Please attach a copy of your most recent Employee Performance Review (EPR) to your application - if you do not have this document, please include a note explaining why it is not included.

All application materials must be filed online by the closing date of this posting. Faxed, e-mailed, mailed, late and/or incomplete applications will not be accepted.

To be considered for this vacancy, all applicants must meet the minimum experience and training requirements.

In addition to the application materials listed above, individuals applying for Voluntary Demotion must submit a letter of interest acknowledging reduction in pay.

Individuals applying for Reinstatement must submit a letter of interest requesting consideration for reinstatement.

Please use the contact information provided for additional information.

 

APPLICATIONS MAY BE FILED ONLINE AT:
http://www.employment.pa.gov

OUR OFFICE IS LOCATED AT:
400 North Street
Harrisburg, PA 17120


jobs@pa.gov

An Equal Opportunity Employer

Position #23-18
ADMINISTRATIVE OFFICER 3
SM