|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00123616 |
Description Activated On: 7/9/2026 8:10:46 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position provides administrative support services for the Bureau of Air Quality in the Assistant Director's Office. |
|
Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Provides administrative support in the processing of grants, contracts, Memorandum's of Agreement (MOA’s) and invoices. Also provides support for the Pennsylvania Asbestos Notification System. Works independently to solve problems and acts as a liaison between the Department of Labor and Industry and the Department of Environmental Protection. Runs a report quarterly through SAP to extract hourly charges by DEP staff for data input of the asbestos applications. Prepares an invoice detailing the breakdown of reimbursable charges with the Department of Labor and Industry. GRANTS Provides administrative services for Diesel Retrofit Grants, ETAC Grant, DVRPC PM 2.5 Grant, Educational and Biological (PSU) Grant and the Philadelphia Title V Assistance Agreement, Memorandum of Understandings and Memorandums of Agreement, as assigned. Ensures that all grants comply with the established regulation. Is responsible for completion of grants and amendments. Reviews Work Plan and Budget for each grant to ensure that they are meeting Department requirements. Keeps current with department contractual terms and conditions. Ensures that selected grantees receive correct instructions on the requirements for processing the agreement, such as proper signatures, resolutions and completion of the W-9 Form/SAP. Prepares grant agreements, budgets and other necessary exhibits as required. Upon receipt of signed grant agreement from the grantee, reviews the grant to ensure the agreement was properly completed. Processes and tracks agreement from initial mailing to complete execution. Identify and resolve problems as necessary. Reviews project expenditures for reasonableness and compliance with the Work Plan Terms. Monitors the budget and balance for each grant. This also includes responsibility for appropriating funds, terminating and liquidating unspent funds. Reviews, approves and processes invoices for payment. For grant programs in which the administrative functions are performed by the Grants Center, reviews invoice expenditures/receipts and obtains project advisor’s signature indicating that the work was performed. Submits invoices to the Grants Center for approval and processing for payment. CONTRACTS Prepares requests for new and renewed contracts. The employee must understand and take a leadership role in the preparation of any Request for Proposal or Invitation to Bid. This includes obtaining approval to contract for services. Ensure that the DEP and Comptroller’s policies and all required procedures are met in all document preparation and processing. Must be able to identify and respond to problems. Works with several contracts/such as, but not limited to: Penn State University Ground Level Ozone Monitoring Contract, Coke Oven Inspection Contracts, Penn State University Acid Rain Contracts, and Small Business Assistance Program Contracts. Works closely with technical staff and contractors to negotiate and prepare contracts. After a contract has been executed, ensures that budgets are monitored following budgetary/negotiated contract guidelines. Account balances are to be maintained and invoices are to be reviewed and approved for payment. This also includes responsibility for appropriating funds, terminating contracts and liquidating unspent funds. Provides administrative services for the Small Business Assistance Compliance Advisory Committee. Corresponds with committee members regarding their travel arrangements and travel expense reimbursements, acting with signature authority for travel arrangements. Provides administrative services for the Coke Oven Battery Inspection Program. Attends meetings, develops and maintains a spreadsheet for tracking invoices for payment and billing. Reviews and approves invoices for accounting purposes and coordinates review with technical staff. Coordinates with contractors, companies and DEP Staff to ensure that the costs paid to the contract are reimbursed and accounted for from the appropriate companies responsible for the costs. MEMORANDUM'S OF AGREEMENT (MOAs) Prepares MOA from information extracted for the work orders and/or by attending a meeting with the contractor involved. Route the contract through the departments involved. Keeps a running record of balances and code and approve the invoices for payment. This also involves coordinating with Fiscal Management, the Comptroller’s Office and the Department involved in the contract. Assists with the administrative skills as needed to implement new or special projects. This must include but is not limited to development of administrative procedures, guidance for technical staff and administrative support; and/or Program Evaluation project, as examples. OTHER DUTIES Approves reimbursements for the Air Quality Technical Advisory Committe Members and the Small Business Advisory Committee Members through the IES System. Manages and directs the Bureau of Air Quality’s electronic purchase requests. Employee has authority to review, assign appropriate funding and approve all electronic purchase requests. Ensures adherence to administrative standards and controls. Has knowledge of the department’s procurement guidelines and procurement deadlines. Oversees and acts as the Bureau’s Print Coordinator. Acts as backup in the absence of the Management Technician in making sure that Air Quality staff take the appropriate trainings. Works in the Ingenium system assigning staff for the appropriate trainings that are requested. Assists the Administrative Officer 1 with designated projects as assigned. Attends and conducts meetings as necessary. This position description in no way identifies or implies that these are the only duties that will be performed by the employee occupying this position. The employee will perform other job-related duties as assigned. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. The Management Technician receives work assignments primarily from the Administrative Officer. Projects are assigned with broad, general instructions. Consults with the Administrative Officer, Assistant Director, Division Chiefs, and Bureau Director, as appropriate, on complex issues including. Decisions that impact other Divisions within the Bureau, other Bureaus or regional offices within the Department or federal, state and local agencies require the Assistant Director and Bureau Director’s concurrence. |
||||||||||||||||||||
Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|