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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: 2/13/2025 1:54:20 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 Maternal and Child Health Services Block Grant, Family Health Special Projects, Services for Children with Special Healthcare needs, and American Recovery Plan Act funding for lead services and school-based mental health services, and provides fiscal support to the state and federal funds and programs administered by the Division of Bureau Operations (DBO). |
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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. This position is responsible for providing for coordination and direction of the following: 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 $24 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 requesting liquidations and expenditure adjustments. 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. This includes Family Health Special Projects fund, Services for Children with Special Healthcare Needs fund, and American Recovery Plan Act (ARPA) funding for lead services and mental health services, which total approximately $17 million combined. Performs monthly grant analysis for ARPA lead funding to provide analysis of expenditure status and to make recommendations to the AO2 and Bureau Director. Provides additional fiscal analysis as needed to provide status reports to the Department or Legislature for ARPA 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 ARPA funded projects. Verifies SAP account coding on assigned grants, general invoices and utilizes SAP and CMS tracking systems. Verifies and processes vendor invoices for all ARPA funded projects in ESS under the Vendor List screen; making sure Payee Name and Address and SAP Vendor Number match what is in the SAP system, also making sure it matches up with what Program Officer has on the Spend Down Sheet. Ensures proper coding is updated and included on invoices. Responsible for coordinating invoice resolution with the Comptroller’s Office should any discrepancies occur. Daily reconciliation of Contractor Responsibility Blocked invoices. Serves as point of contact for all budget related issues pertaining to the state and federal funds administered by DBO. Works with DBO staff to prepare the annual budget request for funds administered by DBO. 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 determining 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. Analyzes expenditures in comparison to budgets within DBO to provide status updates, projections, and recommendations to Division Director and Program Administrators. Assists DBO staff with preparation of budgets in accordance with state and federal guidance to support management of state funded programs as well as other DBO 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. 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 in support of such reallocations; 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 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 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, including all ARPA funded projects. Reviews contract and grant documents to ensure that they have been prepared in accordance with Department protocols. Maintains Contract Status Log which describes the progress and tracking of grants in process. Alerts Bureau Director and AO2 of any delays or potential problems. Facilitating/assisting staff with purchasing card and UPS campus ship protocols and serving 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 SRM system as required. 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 – This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times 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. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for a period of time. Demonstrate 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. 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 and with a great deal of latitude under the general direction of the supervisor. Work is reviewed for conformance to policies, job knowledge, effective administration and employee management and objectives through 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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