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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00013280 |
Description Activated On: 8/24/2026 9:38:29 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 complex clerical support covering several program areas under the Every Student Succeeds Act in the Division of Federal Programs to ensure that its operations are covered efficiently and effectively. This position specifically involves direct support to a regional team consisting of one Ed Admin Supervisor, one Basic Education Associate 1, and one Administrative Assistant. |
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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 team-based clerical support for the Division of Federal Programs staff. 1. Responsible for the initial processing and controlling of the inbound flow of Consolidated Federal Program Applications for Title I, Part A; Title II, Part A; Title III, Part A; Title IV, Part A; Rural and Low Income Schools, and other grant programs. Such responsibilities include: a. Reviewing LEA grants on the e-Grant system upon submission to determine which procedure and/or process needs to be followed for correct processing of the application for federal funds. b. Reviewing and evaluating Consolidated Federal Program Applications (Titles I-IV) from LEAs, ensuring eligibility by checking application completeness, accuracy, poverty thresholds, program alignment with requested funding, and past audit/compliance risk, and recommending approval/denial based on these assessments. c. Ensuring valid signatures are obtained either electronically or in writing and following up directly with the submitting agency to obtain proper documentation and certification for signatures. d. Reviewing and ensuring proper CRP Certifications are attached to the grant application for charter schools. ed. Printing appropriate approval letters, obtaining the proper official signature, and mailing to LEA for their records. e. Tracking the approval grant agreements throughout the process to ensure their timely approval. f. Scanning and uploading appropriate grant documents to the e-Treasury website for public review. g. Preparing status reports through e-Grants or other means to track the process of applications through the approval system. h. Answering written inquiries related to the status of certain projects and to aspects of our Division's functions. 2. Assists in the Division of Federal Programs monitoring process for LEAs by: -Generating/printing appropriate monitoring review letters and mailing letters to the districts. -Tracking documentation of LEAs’ timely approvals and LEAs’ non-compliance corrective actions throughout monitoring process. -Notifying the LEA of deadlines for receipt of corrective action documentation and working with regional coordinators to ensure a timely review and response to the corrective action documentation. -Processing invoices submitted by PDE monitors for payment in SAP. 3. Serving as the point of contact lead worker for Schoolwide Programs. Work in this area may involve providing training and guidance to new employees. Support services include: -Preparing Schoolwide packet information for presentations as needed by Schoolwide Program Manager. -Preparing grant award and eligible/ineligible letters/emails. -Preparing USDE reports for grants such as RLIS. -Tracking the process of grant agreements for LEAs that received funding. Reporting to staff on delinquent/outstanding grant agreements. -Answering telephone inquiries from LEAs in team region regarding status of applications. -Tracking LEA applications. Flagging applications In Process and communicating with LEAs. Providing LEAs assistance with submission. - Providing statute and nonregulatory technical assistance to LEAs by referring them to available USDE resources, tracking common inquiries, identifying resource gaps, and compiling findings for recommendations on improvements. - Facilitating the dissemination of surveys to LEAs twice annually and after conferences, compiling and organizing feedback for review. 4. Works with considerable independence based on a working knowledge of procedures, policies, and guidelines in order to assist in the efficient operation of Federal Programs for two regional coordinators and an Administrative Assistant 1Technician -Prepares memos and correspondence related to all aspects of Federal Program for a team. -Proofreads all material for grammatical correctness, accuracy of content, and accepted practice within the Division. -Prepares queries from the e-Grants system to support Title I, Title II, Title III & Title IV and other ESSA programs. -Maintains Federal Program files and other appropriate files for the Ed Admin Supervisor. -Organizes work efficiently and on a timely schedule. -Practices effective telephone communication with Federal Programs Coordinators and other school district representatives, as well as the public. -Responds to problems, requests, or Federal needs in an appropriate manner. -Utilizes computer, copy machine, cloud storage and Microsoft Office applications such as Word, Outlook, PowerPoint and Excel. Other duties include: -Processing travel for Regional Coordinators including but not limited to scanning receipts, entering all information in SAP, and following up with any outstanding travel issues. -Proofreading all material for correct grammar, accurate content, and accepted practice within the Division. -Maintaining a variety of electronic and physical files. Establishing, reorganizing or combining filing systems when new files are to be set up or old files revised due to inadequacies of old systems, shifts in the priority of documents, additional storage requirements, etc. -Organizing work efficiently and on a timely schedule. -Practicing effective telephone communication with Federal Programs Coordinators, any other school district representatives, and the public. -Utilizing mass storage, typewriter, copier, and calculator. Using a computer, including software such as: Word, Outlook, Access, Excel, e-Grants, SAS/ESS, and Document Tracking System. -Posting documents to DFP website. Review/Proofread documents to ensure that they are professional and that formatting matches the PDE’s templates(s). -Providing support for routing Single Audits. Forwarding Single Audits immediately to the appropriate technician upon receipt and to the Audit Coordinator (via the Bureau Director) upon Division Chief’s signature. Logging and filing the Single Audit after it is sent to Audit Coordinator. -Responsible for Division of Federal Programs mail duties including intake, logging in Colts system, and distribution to appropriate staff. Timekeeper Duties: • Calculates and reviews overtime entered by staff for correctness, ensures allowed overtime is not exceeded, adjusts overtime codes if needed, provides training to staff on how to enter overtime, etc. • Monitors and maintains timesheets, shifts, and payroll for wage employees in the program. • Ensures accurate completion of supervisor approved basic work schedule changes and Alternate Work Schedule (AWS) requests. • Ensures accurate yearly set up of all AWS employee holidays and substitutions, as well as new and transferring AWS employees. • Works with the agency Timekeeper and Time Advisor (OA HR Time) to assist with the correction of errors, overpayments, etc. Other duties may be assigned by any supervisor, as needed, in order to meet the changing needs of the division. |
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. This position will be required to make independent decisions in various situations that involve a knowledge of procedures. Examples: -Research a response to a school district's inquiry regarding the status of their rider or funding and respond directly to the district. -Respond directly to requests from PDE staff from other bureaus/divisions regarding the status of single audits. -Respond directly to meeting participants and hotel/travel staff regarding inquiries and concerns related to attendance at PDE meetings coordinated by the person in this position. -Independently decide the best method of researching, collecting, or disseminating information as a follow up to meetings or requests. |
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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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