|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00008679 |
Description Activated On: 7/24/2025 3:29:14 PM |
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 reports to Fiscal Chief in the Bureau of Special Education. This position prioritizes assignments and works independently with minimal supervision. This position maintains a working knowledge of computers and software, including word processing, spreadsheets, and databases. The main responsibilities relate to IDEA-B and other state grant process management, gifted support, out-of-state placements, Act 16 Legislative Report, website administrator for BSE, and wards of state ESY payments. |
|
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. 1. IDEA Grant Management Processor. *Project lead for IDEA-B federal funding IU grant application process. *Review Grant applications and resolve any discrepancies in data *Facilitate and plan annual fiscal reviews of intermediate units. *Maintain Positive Working relationships with intermediate units. *Provide training and technical assistance by responding day to day via telephone and inquiries related to special education funding, budgets, procedures, and regulations. *Develop and/or update federal budget procedures, budget forms and instructions for completing budgets *Maintain working knowledge of Manual of Accounting and Related Financial Procedures Chart of Accounts, Compliance Circulars, and IDEA Federal Regulations *Analyzes contract budget revisions, budget amendments, and reports submitted by local education agencies, to ensure they are in compliance with the statutes and regulations. 2. Bureau Grant Management Processor *Project lead for state grant applications process *Drafts, solicits, scores, and manages the grant application process *Review grant applications and resolve discrepancies in data *Provide training and technical assistance by responding day to day via telephone and inquiries related to grant funding, budgets, procedures, and regulations. *Develop and/or update budget procedures, budget forms and instructions for completing budgets *Maintain working knowledge of Manual of Accounting and Related Financial Procedures Chart of Accounts, Compliance Circulars, and other applicable regulations *Analyzes contract budget revisions, budget amendments, and reports submitted by local education agencies, to ensure they are in compliance with the statutes and regulations. 3. Provide support for gifted advisor. *Inputs travel expenses for advisor. *Provides monitoring documents for monitors and LEAs. *Communicates with LEAs regarding monitoring dates, documents, etc. *Provides gifted log for all correspondence. *Prepare gifted monitoring budget and memo to Bureau of Budget and Fiscal Management to fund the monitoring and travel. *Ability to listen to parent calls to determine complete problem. *Answer routine gifted questions. 4. Out-of-State Placements: Responsible for administrative functions for Pennsylvania students with disabilities placed in facilities outside of Pennsylvania. *Gather information to write/recommend administrative policies and procedures to process requests for approval of the placement of students of out-of-state schools. *Track and process requests for approval for out-of-state placements including logging and transmitting each request to a Special Education Adviser for review/approval and prepare approvals. *Maintain information and prepare reports on Commonwealth students approved for funding in out-of-state schools, and annually provide a list of approved students to other Divisions. *Provide phone assistance to school districts, intermediate units and other Department/Commonwealth personnel regarding out-of-state procedures. 5. Act 16 Expenditures per Student *Prepare Penn*Link for LEAs regarding the collection of data. *Give technical assistance to LEAs on guidance of Act 16. *Receive file from PIMS administrator and prepare spreadsheet from file. *Prepare statistical analysis of the data comparing current and prior year data. *Route document timely to attain all signatures. 6. Website administrator for the Bureau of Special Education. *Working knowledge of Word, Excel, and Adobe Acrobat X Pro. *Keep Bureau website up to date. *Work closely with Press and Communication associates and PDE Web Master. 7. Wards of State ESY Payments *Receives invoices from LEAs regarding ESY. *Gather documentation proving that the student is a Ward of the State. *Calculates payment per student. *Prepare memo for payment. 8. Other: *Prepare responses to correspondence assigned by Assistant Bureau Director and Division Chief. *Respond to email requests from APS, IUs, SDs, Department/Commonwealth agency personnel, as related to all aspects of the position. *Maintain a working knowledge of software, and generate documents and reports as required. Be proficient in the use of personal computer, including use of Microsoft Office software, Financial Accounting Information System (FAI), PDE eGrants System, SAP Reporting System; and, also attend BSE Staff Meetings *All other duties as assigned. |
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. Assignments are carried out with considerable initiative and independence. Ability to prioritize is extremely important, due to many different tasks. |
||||||||||||||||||||
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.
|