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.
|
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
- 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:
- Minimum experience and training required for the job.
- 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.
- 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.
|