Bureau of Administrative Services
The Bureau of Administrative Services plans, directs, and coordinates DHS' administrative support activities, including: forms and publications, printing services, mailroom operations, signature authorization, agency records coordination, automotive fleet operations, guardianship programs, Pennhurst advocacy direct care services, management of facilities and property, leasing and space, the surplus equipment warehouse, emergency planning, environmental safety and continuity of operations.
Marcy Domen, Director
Bureau of Administrative Services
Tel: (717) 787-3442
Division of Support Services
George Maag, Director
Division of Facilities and Property Management
Tel: (717) 783-3973
Devon Heberlig, Director
Division of Emergency Planning and Safety Operations
Tel: (717) 460-1627
DIVISION OF SUPPORT SERVICES
- Processes all incoming and outgoing mail for the DHS and the Department of Health.
- Manages the state-owned automotive fleet assigned to DHS.
- Manages the DHS parking allocation for the Harrisburg Capital Complex.
- Manages the design, printing, and distribution of DHS forms and publications.
- Manages the agency notary public bond program.
- Coordinates approvals and maintains the agency's Signature Authorization File.
- Manages commercial printing contracts for the agency.
- Provides guardianship, representative payee, and banking services for more than 2,700 clients at 13 facilities statewide.
Automotive Fleet Management Unit
- Manages the state-owned automotive fleet assigned to DHS.
- Manages the EZ-Pass program for DHS.
- Coordinates, processes, and distributes all membership requests.
- Processes and maintains all signature authorizations (revocations/delegations).
- Coordinates, issues, and maintains permanent and temporary departmental parking.
- Requests, manages, and maintains records for DHS photo IDs.
- Processes all Sunshine Act notices and forwards the information for publication.
- Manages and maintains all Pitney Bowes postage by phone accounts.
- Manages DHS' notary public bond program.
- Coordinates the preparation, publication, and distribution of DHS administrative policies.
- Records management; facilitates the inventory of records; maintains the agency records retention and disposition schedule; coordinates the transfer of records to the State Records Center and/or State Archives.
- Monitors and reconciles payments for the DHS Agency Lodging Card.
- Processes all incoming and outgoing mail for DHS and the Department of Health.
- Provides statewide inter- and intraoffice mail services.
- Provides mail distribution to the offices located on the grounds of the Department of General Services (DGS) Annex Complex and locations throughout the Capitol Complex.
Guardianship Programs Section
- Operates a program designed to provide guardianship, representative payee, agency and advocacy services to individuals in state hospitals, state centers, and the South Mountain Restoration Center.
- The program consists of 12 facility guardian offices, three area management offices and a central office management and support staff.
- Develops and implements goals, objectives, plans, policies, and procedures for the guardianship program.
- Monitors and evaluates the effectiveness and efficiency of guardianship services, policies, plans and program procedures.
- Ensures the fiscal integrity of the guardianship program through an internal audit program and a comprehensive fiscal reporting system.
Management Services Section
- Forms and publications design.
- Prepare and manage commercial contracts that provide print and distribution services for DHS in collaboration with DGS Procurement and DGS Publications.
- Assist administrative and program offices in the preparation of requests, and the procurement of printing and distribution services.
Pennhurst Advocacy Services
The Pennhurst Final Settlement Agreement (FSA) was the result of a federal lawsuit filed in 1974 on behalf of persons residing at the Commonwealth of Pennsylvania-operated Pennhurst Center in Chester County. The premise of the lawsuit was that plaintiffs could and should receive needed services in community residential settings. Provision of advocacy services was a Commonwealth expectation assigned to the Office of Mental Retardation [(OMR) now the Office of Developmental Programs]. Advocates meet/communicate with class members and/or their support teams to ensure that their rights are protected and meet with county agencies and support providers to ensure that rights are maintained. Following a contempt citation in 1994, the Federal Court appointed a Special Master to review the Commonwealth and Philadelphia County's compliance with the FSA. The Special Master completed a review of the advocacy services in early 1996 and submitted a report with recommendations to OMR and the Commonwealth later that year. Based on the recommendations, the Commonwealth moved the services from OMR to the Office of Client Rights (OCR) which had the Ombudsman function within the Department of Human Services. A supervisor was assigned and the system for delivery and documentation was revised. OCR was combined with Guardianship Programs and Chaplaincy Services in 2000 to create the Office of Client Services. In July 2005, with the dissolution of the Office of Client Services, Pennhurst Advocacy moved to the Office of Administration.
- The Pennhurst Advocacy Unit consists of three Pennhurst advocates and one supervisor.
- All class members have an assigned Commonwealth advocate.
- Pennhurst class members reside throughout the Commonwealth supported by counties and provider agencies in 20 counties/joinders across the Commonwealth.
- Each advocate completes an annual review (minimally) of services to ensure that each class member is receiving the services to which they are entitled.
- The nature, degree of involvement, and length of time that the advocate actively engages in support and service for an individual class member is predicated by the class member's needs and wishes for the advocate to be involved.
- Advocates visit class members in residential, day activities, social, and health-related settings. They attend annual, interim, emergency, and monitoring meetings as the urgency to individual class members dictates.
- The advocates and the unit supervisor meet with the Supports Coordination Units of the 20 counties/joinders and the Office of Developmental Programs as necessary. The meetings are focused on system issues that arise and afford the opportunity to engage in systemic solution and options.
DIVISION OF FACILITIES AND PROPERTY MANAGEMENT
- Provides technical services in planning, design and construction of projects and maintenance for facilities operated by DHS (six state hospitals for individuals with mental illness, five centers for individuals with intellectual disabilities, and six youth development centers and youth forestry camps).
- Provides consultation for building utilization and modifications required for program needs, in compliance with federal and state regulations, licensure and accreditation standards.
- Conducts continuing assessments of institutional buildings to determine the physical condition for renovations, makes recommendations for efficient utilization of buildings through consolidation of functions into fewer buildings or floors within buildings, assists in planning and implementations and provides engineering and architectural services.
- Provides technical expertise in the areas of maintenance, construction, cost estimation and architectural and engineering project design and review is made available to all DHS facilities.
- Administers the department's office leasing program for county assistance offices and other departmental facilities.
- Serves as the liaison between lessors and the Department of General Services on leasing matters. Monitors and approves construction and renovations to leased space.
- Coordinates and monitors inter- and intra-office moves.
DIVISION OF EMERGENCY PLANNING AND SAFETY OPERATIONS
Emergency Planning and Operations
- Coordinates agency-wide emergency operations planning (EOP) efforts and provides technical support to the facilities and offices relative to compliance to Department of Human Services (DHS) Administrative Manual for Emergency Operations Plan (EOP).
- Coordinates the Commonwealth response for statewide Mass Care Planning, Emergency Behavioral Health, Shelter and Recovery Programs Framework under the EOP.
- The Division serves as the Statewide Lead for Emergency Support Function 6 (ESF 6) Mass Care within the Pennsylvania Emergency Management Agency (PEMA) Commonwealth Emergency Operation Plan (CEOP).
- DHS Agency Representatives within the Division serve as the primary point of contact for emergency notifications to the agency (24/7).
- DHS Agency Representatives manage the emergency response team and the agency response during emergencies, including staffing the Commonwealth Response Coordination Center (CRCC) at PEMA.
- Coordinates and supports program office for cyber response and emergency communications.
Continuity of Operations
- Coordinates agency-wide Continuity of Operations (COOP) planning and related training and exercises.
- Provides technical support to facilities and offices relative to compliance to the DHS Administrative Manual and Governor's Office of Administration (GOA) requirements for (COOP).
- Assures integration of program office plans into a comprehensive Emergency Response and Recovery Framework.
- Acts as the Agency liaison with PEMA, State Fire Commissioner Office, Office of Homeland Security and the GOA/Office of Continuity of Government.
Safety & Environmental Operations
- Manages programs and provides technical consultation for operational safety programs, worker protection programs, environmental compliance related to indoor air quality, hazardous materials and other program components.
- Provides asbestos hazard control and asbestos abatement training (Danville) for DHS facilities in a full range of disciplines.
- Provides lead paint project consultation.
- Provides consultation and compliance services in support of facility and program office operational safety and environmental programs, facility safety programs, asbestos/lead abatement and training, and agency-wide environmental compliance: polychlorinated biphenyls (PCBs), lead paint, mold, hazardous/residual/infectious waste, Indoor Air Quality (IAQ), Radon, and Underground/Aboveground Storage Tanks (USTs/ASTs).
- Provides technical consultation for programs related to Worker Protection Standards including Respiratory Protection, Confined Space, Lockout/tagout, Personal Protective Equipment, medical monitoring related to asbestos/lead.
- Provides technical assistance and consultations for the Fire Safety programs.
- Provides site remediation and environmental clean-up consultation.
- Provides Safety & Environmental Operational Consultation (Field Audits).
- Provides Environmental Protection Agency/Labor & Industry (EPA/L&I) accredited training for asbestos occupations.
- Provides respirator fit test training for facilities.
- Provides L&I certified asbestos/lead project design and consultation for renovation/demolition projects.