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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00040139 |
Description Activated On: 7/14/2026 1:00:07 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. DEP manages a variety of grant programs, which provide funding to address a wide range of environmental issues. The Grants Center is responsible for providing administrative support for many of these grant and rebate programs. The employee in this position will be responsible for establishing and carrying out administrative procedures within the Grants Center to manage rebates and grant agreements and coordinating with technical staff within the Department. |
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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. 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. Prepares and develops standard grant and Scope of Work documents between Bureaus and grantees in a variety of programs. Responsible for preparing and processing contracts through the Department’s and Commonwealth’s review and signatory channels, ensuring all appropriate and legal signatures are obtained on the contract document. Prepares and develops language for grant amendments when applicable. Oversees the processing of these documents through the Department’s review and signatory channels, ensuring all appropriate and legal signatures are obtained on the contract document. Provides administrative assistance to grant sponsors and program staff on selected grants to ensure that the obligations of the contract will be met. Responsible for reviewing invoice charges and the grant budget to ensure the grant sponsor is staying within the budget and budget categories, recommending minor changes to the grantee and project advisor, making any minor changes that may be necessary to avoid budget shortfalls or lapsing funds and is responsible for processing and monitoring the status of the invoice for payment to the grantee. Coordinates budgeting, grant development and invoice processing with the comptroller’s office, Fiscal Management and Legal Counsel. Responsible for the tracking of grant budgets and keeping an accounting system of invoices. Assists in analyzing and developing the program budget in conjunction with scope of work for grant programs. Prepares the appropriate documents for approval to allocate, disencumber or reallocate monies for selected programs. This includes disposition of encumbrances, expenditure adjustment requests, apportionment allocation worksheets, etc. Update appropriate databases with grant award information and budgets as necessary. Process grant awards and payments in eGrants and FI systems. Perform calculations to find the appropriate rebate payment rate based on application submission. Responsible for keeping current on state and federal grant compliance and contractor integrity procedures. Perform Contractor Responsibility Program and eFACTS checks for potential grant awards. If an eFACTS issue is identified, contact the appropriate DEP program office to determine if the violation has been resolved. Assists with and recommends improvements to grant administration procedures. Performs similar work as assigned. 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 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. Grants are processed within standard procedures, formats and budgets as assigned. Invoices are reviewed and any discrepancies or issues are resolved under the terms of the grant and Commonwealth policies. Invoices are processed under standard procedures. Issues outside of standard policies, procedures or grants are reviewed with the supervisor. |
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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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