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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00010760 |
Description Activated On: 2/3/2026 2:09:42 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. Responsible for the coordination and management of funds within the Bureau of Family Health that are shared among several program areas, including the Maternal and Child Health Services Block Grant and Family Health Special Projects. Provides fiscal support to the state and federal funds and programs administered by the Division of Bureau Operations (DBO) and the Division of Newborn Screening and Genetics (DNBS), and provides back up fiscal support to state and federal funds and programs administered by the other divisions within the Bureau. |
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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. Budget Functions As directed by the Administrative Officer 2, prepares monitoring reports and assists with the coordination of the bureau’s federal budget for the Title V Maternal and Child Health Services Block Grant, which is approximately $25 million annually. Compiles and reconciles multiple Business Warehouse/Analyzer reports to complete financial files for Annual Report expended forms and Application budget forms. Responsible for the Title V block grant closing procedures, including identifying commitments that must be liquidated, and verifying and adjusting expenditures in order to properly utilize all funding. Monitors status of funding levels on an ongoing basis for funds that are shared between divisions to assure the availability of fiscal resources necessary to accomplish workloads in each division, including the Family Health Special Projects fund, which totals approximately $4 million. Performs monthly grant analysis for funds that are shared between divisions to provide analysis of expenditure status and to make recommendations to the AO2, Division Director, and Bureau Director. Provides additional fiscal analysis as needed to provide status reports to the Department or Legislature for funded projects. Reviews and evaluates all payroll and operating projections for current program requirements, including coordinating, reviewing, and monitoring all monthly and quarterly expenditures. Works closely with the Office of Budget and AO2 to ensure appropriate spending authority to cover program annual budgets and to request budget adjustments or reallocation from budgetary reserve as needed for assigned funds. Develops and maintains budget spend down tracking sheets which provide a record of expenditures of grant/contract funds for state and federally funded projects. Verifies SAP account coding on assigned grants and general invoices and utilizes SAP and CMS tracking systems. Verifies and processes vendor invoices in ESS for DBO and DNBS under the Vendor List screen; ensuring Payee Name, Address, and SAP Vendor Number match SAP records and program documentation. Ensures proper coding is updated and included on invoices. Coordinates invoice resolution with the Comptroller’s Office for DBO and DNBS should any discrepancies occur. Performs daily reconciliation of Contractor Responsibility Blocked invoices for DBO and DNBS. Serves as point of contact for all budget related issues pertaining to the state and federal funds administered by the DBO and DNBS. Works with DBO and DNBS staff to prepare the annual budget request for funds administered by these divisions. This involves coordination of requests for funding (by appropriation) and estimation of anticipated funding in comparison to projected fiscal needs; coordination of the development of fiscal narratives and budget justifications by program staff; and fiscal analysis of any program revision requests or program initiatives being planned. Responsible for the closing of the budget for all division programs and shared funds at the end of each state fiscal year. Prepares closing transactions and analyzes prior year encumbrances to determine which may be rolled over to the following fiscal year and which may be closed out. Prepares encumbrance adjustments, expenditure adjustments, budget adjustments, and liquidation requests when needed for state and federal funds administered by DBO and DNBS. Analyzes expenditures in comparison to budgets within DBO and DNBS to provide status updates, projections, and recommendations to Division Directors and Program Administrators. Assists DBO and DNBS staff with preparation of budgets in accordance with state and federal guidance to support management of state funded programs as well as other division programs. Following the passage of the annual budget, assists in coordinating the preparation and submission of the rebudget for state and federal funds administered by DBO and DNBS. This involves coordination of division requests for reallocation of unspent funds (by appropriation); coordination of the development of any Office of Budget requested budget justifications; and fiscal analysis of any major program changes being proposed. Ensures appropriation spending plans are updated. Utilizes any rebudget direction received from the Office of Budget to prepare the state appropriation rebudget package for submission. Assists DBO and DNBS Program Administrators with processing and tracking invoices in SAP. Develops tracking tools and documents using Excel, Word, and SharePoint or other software to assist with the coordination and compilation of the budget portions of DBO and DNBS program grant applications and progress reporting requirements. Serves as back up for all Division AO1 positions for invoice processing, reviewing contractual documents, or spending requests. Administrative Functions Responsible for preparation, approval, tracking, renewal, and filing of assigned contractual documents. Reviews contract and grant documents to ensure that they have been prepared in accordance with Department protocols. Maintains the Contract Status Log which describes the progress and tracking of grants in process. Alerts Bureau Director, Division Director, and AO2 of any delays or potential problems. Facilitates and assists staff with purchasing card and UPS CampusShip protocols and serves as back up to Division AOs. Maintains thorough knowledge of SAP BW, AO, SRM systems, as well as Microsoft Office products including Excel and Teams. Responsible for reviewing and evaluating requests to purchase goods and services in compliance with appropriate Department, Commonwealth, and Bureau policies and procedures. Enters shopping carts through the DGS SRM program for purchase orders. Enters Goods Receipts into the SRM system as required for DBO and DNBS. Resolves any issues that prevent the execution of purchase orders. Human Resources Management Serves as back up timekeeper and back up HR liaison for the Bureau. Processes all personnel actions related to positions funded from the Family Health Special Projects fund. Monitors personnel costs for positions on the Family Health Special Projects complement to assure that costs are charged to appropriate grants. Public Health Emergency Response May be assigned to support the public health emergency response mission of the Department of Health. Emergency assignments may be received with little or no advance notice and may continue for any period of time, ranging from a few hours to several weeks, depending on the nature of the circumstance. Assignments may be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters. Health Equity Demonstrates awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Other Duties Performs other related 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. Work is performed independently with considerable latitude and is carried out under the general direction of the supervisor. Work is reviewed for adherence to policies and procedures, demonstration of job knowledge, effectiveness of administrative practices, and achievement of objectives through evaluation of work products, one on one meetings, and written communication. |
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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. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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