Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00008923	Description Activated On: 8/28/2026 9:43:15 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 is a staff administrative position responsible for independently performing a variety of fiscal and administrative assignments, assisting in the preparation of budget estimates and monitoring of expenditures by generating fiscal reports and ordering of supplies and payment of invoices as necessary to support the agency’s initiatives at the regional level.

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.

Grant Preparation, Award & Tracking:

· Implements standardized procedure to be used across program boundaries for submission, approval, monitoring and auditing of all grants in DEP Southcentral Region. This includes Recycling and Waste Planning Grants.

· Assists grant applicant(s) in the preparation of grant applications.

· Conducts administrative completeness reviews of all grant applications regardless of funding source.

. Maintains a tracking system for Grant Disbursement Requests.

· Performs preliminary review of grant application to determine most appropriate funding sources.

· Conducts review of proposed draft contracts from sponsor and makes all necessary budget and fiscal changes.

· Conducts follow-up reviews with grant recipients to determine customer satisfaction and success of grant award.

· Processes invoices related to grant awards following Commonwealth procedures while developing internal tracking and reporting systems.

· Coordinates grant activities with regional project advisors and grantees.

· Maintains hardcopy documents as required.

. Under the general direction of the Waste Minimization and Planning (WM & P) Coordinator, Waste Management, responsible for administrative technical activities related to the Municipal Waste Planning, Recycling and Waste Reduction Act (Act 101), Section 901 (Planning Grants) and 902 (Development and Implementation of Municipal Recycling Program Grants) Grant Agreement Management coordination and tracking programs in Waste Reduction and Recycling for the Southcentral Regional Office. Provides regional administrative technical functions, and operational procedures for these programs. Is responsible for providing and analyzing reports and findings relative to expenditures of Commonwealth grant funds.

Other duties include:

· Coordinates with Central Office and the Comptroller’s Office, the administrative technical services necessary to undertake efforts for the Commonwealth Recycling and Planning Grant Programs. Functions as the regional contact for disbursement requests.

· Grant Agreements, Disbursement Requests, Agreement Compliance. Completes an in-depth review of all Act 101, Section 902 Grant Agreement Disbursement Requests (including public-private partnership) regarding the eligibility of expenditures by:

1. Referencing files regarding previous and current grant agreement disbursement request for duplicate/partial reimbursement or match;

2. Verifying tasks with grant agreement scope of work narrative;

3. Verifying grant agreement dates, and category balances;

4. Contacting vendors when necessary to document/detail expenditures;

5. Calculating budget category totals per ratios in grant agreement scope of work fiscal summary, disallowing portion/all of expenditures not within this realm;

6. Adjusting budget category totals, when necessary, to adhere to the bottom-line ratio of agreement and providing a balanced fiscal summary;

7. Determining if percentage of grant agreement will be withheld based on match and agreement requirements, calculating accordingly;

8. When discrepancies/omissions are noted, initiates a notice of deficiency letter to request documentation or explanation; notification of disallowed expenditures and reason; request Agreement requirements regarding appropriate match, reports and audits; and advise request be made to change the Grant Agreement Scope of Work Fiscal Summary and/or Narrative, via Amendment or letter of Mutual Consent, when deemed necessary, instructing of appropriate wording in request;

9. When the request is received for a change to the Grant Agreement via a Letter of Mutual Consent, initiates the letter of Mutual Consent in coordination with the Regional Planning and Recycling Coordinator within the context of regional and statewide Agreement amendment policies and procedures. When the Grant Agreement change involves the Scope of Work and Fiscal Summary, upon execution, each budget category ratio is recalculated and the grantee notified by letter, enclosing a revised disbursement request packet to reflect the new Fiscal Summary figures and ratios and the newly revised Scope of Work;

10. Upon completion of Disbursement Request review, authorizes payment of Disbursement Request and forwards compiled Disbursement Request to Central Office.

11. Monitors administrative compliance of Grant Agreements via status and final reports. Maintains letter and telephone contact with grantees regarding their completion of Agreement requirements before expiration. Upon compliance, initiates a final disbursement request to release percentages withheld from their previous Disbursement Requests.

12. Creates/maintains the Section 901 and 902 Grant Agreement filing systems.

13. Utilize Micrsoft Excel, Word and Adobe Pro in the monitoring and auditing of grant applications and disposition of grant awarded funds and to perform other fiscal and administrative assignments in support of Administration Section.

· Policy and Procedure. Compiles and maintains a Policy and Procedure Manual for the Act 101, Section 901 and 902 Grant Agreement interpretation, requirements, and disbursement requests, incorporating into the WM & P Section Policy and Procedures Manual, for use as a reference and training guide in the administrative and operational procedures (an internal document).

· Public Education/Information. Provides technical assistance to counties and municipalities regarding the Act 101, Sections 901 and 902 grant agreement interpretation, requirements, disbursement requests and related forms completion. Responds to all inquiries relative to the status of Sections 901 and 902 disbursement request and Agreement requirements.

· Attends recycling conferences and work shops, as necessary. Attends Section Unit and Regional Office program staff meetings, addressing any problems, suggestions or changes necessary in the administration of the Act 101, Section 901 and 902 Grant Agreement programs.

. Emergency Response backup to generate and process Emergency Response Cost Recovery Letters.

. Maintains the employee phone list for DEP SCRO and DEP District Offices through DEP SCRO internal drive.

As directed by Administrative Officer 1, reviews and manages the receipt and processing of fees by entering revenue for assigned regional programs into SAP, tracks revenue and expenditures by generating various budget reports using Analysis for Excel (Business Warehouse). Follows up on discrepancies. In coordination with Administrative Officer 1, monitor all budget aspects for regional programs. Develop tracking mechanisms and databases relative to any revenue or expenses. Independently prepares report as needed or as priorities and objectives change.

As directed by Administrative Officer 1, assist in processing payments for training and travel reimbursements, assist in vehicle fleet management and providing reception and mailroom coverage as needed in support of Administration Section.

As directed by Administrative Officer 1, assist in receiving shipment of supplies as needed. Signing for packages, utilizing the Electronic Purchasing Request System to check purchase order numbers and/or requestor to ensure delivery to appropriate program. Enter goods receipts in SRM for orders as appropriate to ensure that vendors are paid in net 30 days.

As directed by Administrative Officer 1, review contracts for special goods/commodities to determine if purchase requests are available on state contract and advises regional staff on required guidelines and procedures to follow to move forward with purchases required for operations. Utilize SRM system to create purchase orders for vendors on statewide contract.

As directed by Administrative Officer 1, assist in the payment of invoices when necessary via the Financial Information (FI) system. Throughout the fiscal year, monitor fund encumbrances by managing assigned purchase orders, contracts and funds commitments and prepare liquidation requests via the electronic purchase request system to disencumber funds back into general fund. Prepare audit documentation to submit to the Comptroller/Treasury audit section within 48 hours.

As required, prepare all UPS packages sent by programs (including package input and tracking using the UPS online system).

Assist Regional Business Manager (Administrative Officer 3) with reporting on budget and expenditures and on any other moderate administrative issues.

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

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

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.

Work is performed with considerable independence and minimal review; however, changes in operational standards and work policies are discussed in detail with the supervisor prior to implementation.

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:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Communicate effectively orally & in writing
2.	Operate a computer
3.	Perform basic arithmetic
4.	Understand & apply policies & procedures
5.	Follow verbal & written directions
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