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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00048911 |
Description Activated On: 9/15/2025 3:25:24 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. The administrative section of Program Support will serve to relieve the program staff of nearly all administrative duties. We will ensure all program staff have what they need when they need it, so staff can focus on the technical aspects of their job. This position is responsible for a wide variety of administrative tasks including procurement, fleet management, revenue, content coordinator, event planning and backup to all other administrative staff. |
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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. Procurement Serves as the bureau’s procurement officer. Prepares EPRs on behalf of program staff, or receives prepared EPRs from program staff, tracks status of all EPRs, forwards to Mgt Tech or AA1 for further processing. (Mgt Tech must approve all EPRs seeking to use federal funds.) Ensures their name is listed as “Invoice to” on the EPR. Ensure all coding is accurate, all necessary information is provided for purchasing to adequately process/approve, emails quote to EP, Procurement & Quotes. Resolve any issues. Purchase approved items using the state purchase card (p-card) or provide a copy of an approved purchase order to the program requester. All issued purchase orders should be copied to the business manager. Reconcile p-card purchases by 14th of every month on the bank’s portal to avoid costly error reports. Assists in the resolution of invoice discrepancies. Creates and monitors approval status of shopping carts in the SRM punch-out system to process orders for participating vendors on contract. Procurement duties may require advocating on the bureau’s behalf with other bureaus to facilitate approvals. Verify purchases against contracts to ensure vendors are in compliance with the terms of the contract. Maintains a sufficient office supply inventory and anticipates needs to timely acquire items. Act 537 Enforcement Reimbursement Grant Is proficient with the Act 537 grant program. Works with Municipal Facilities Division to manage the applications. Maintains the program database and produces status reports of each Act 537 Enforcement Reimbursement application on a semi-annual basis to inform the Division and business manager. When funding is appropriated, processes Act 537 Applications – Employee must possess a detailed knowledge of Sections 6(a) and (b) of Act 537 and the appropriate Department Rules and Regulations and Policies and Procedures. Applies generally accepted accounting principles (GAAP) to review, audit and process reimbursement applications for payment. Analyzes the supporting documentation submitted with the applications for completeness, accuracy, compliance with the Rules and Regulations and agreement with information submitted by the regional technical staff. Makes expenditure classification determinations and analyzes the acceptability of proof of payment and cost documentation using GAAP and other criteria more specific to the program. Audits the proofs of payment against the cost determination to determine the amount of documented eligible costs. Applies knowledge of various taxes and benefits as required by State and Federal Governments. As necessary, contacts technical staff to verify information received from the application or to advise them on administrative procedures when a local agency is in violation of Act 537. Notifies the local agencies, sewage enforcement officers and consulting engineers using clear and concise communication by telephone and in writing of deficiencies in the application and provides direction to remedy. Notifies the applicant in writing of the final determinations of eligible costs. Prepares notification to noncompliant applicants of denial of their payment. Remains current with any changes in the Department’s policies and procedures relative to the Sewage Facilities Act and grant protocol. Content Coordinator Serves as the Content Coordinator, who is the single point of contact for all official document updates issued by the Bureau. Directing all processes to approve program-completed document updates. Approves all correspondence, technical literature and proactively informs superiors of significant needs for updates. This includes, also, PowerPoint presentations prepared by regional offices to ensure compliance with DEP standards. Assesses content for grammatical consistency as knowledge of technological terminology related to all regulatory functions of the bureau is an absolute necessity. In so doing these tasks, evaluates the information at each pass to ensure compliance with regulations and policies, monitoring approval progresses by other bureaus, redirecting items that need corrected, and advocating for timely deadlines to respect the Bureau’s public-facing identity. As the single point of contact this role is vital to the mission of the Bureau. Some items route through OnBase and thus require an advanced working knowledge of that database. Timekeeper Backup Serves the Bureau as a backup timekeeper. Maintains familiarity with all bureau work and activity codes to promptly address questions from program staff. Prepares adjustments to work or activity codes and coordinates with fiscal to implement them. Ensures all staff timely submit time using ESS and all employees who participate in AWS properly account for holidays by leave entries. Runs biweekly reports in SAP to assess timekeeper responsibilities to avoid, as much as practical, future adjustments. Contacts staff or management for discrepancies. Timely enters/approves corrections. Informs business manager of recurrent delays or issues. Mail & 92a Fees Processing Retrieves mail and packages addressed to the bureau and distributes promptly and appropriately. All document mail is date-stamped – even if mail is mis-directed. All 92a Fees (checks, money orders) mailed to the bureau must be date-stamped on the check stub or, if personal check or money order, the remittance stub. All payments are collated and paper clipped for Data Management Division to process and return to us. All checks and remittance stubs must be individually scanned as a PDF to your computer. All scanned checks must have the account number (only) redacted. These copies are stored on the SharePoint site in the proper folder. When Data Management Division returns the processed payments, we prepare the deposit for Revenue. Retrieve the proper source data report and process according to bureau and fiscal policy. Create the Revenue Transmittal (RT) deposit in SAP, obtain the document number, print the deposit slip, and endorse-stamp all the items. Serve as point-of-contact for mailroom staff regarding all packages that require pick up. Signs for the packages and deliver them to the appropriate person or division. Retain all packing slips to match against a future PO invoice or saved p-card purchase. Verify requester received everything they expected in their order before processing a PO invoice. Budget/Fiscal Assists, as needed, in the management/preparation/tracking of expenditures for state and federal funding sources. Compile reports as necessary using the Business Warehouse and R/3 SAP systems. Event Coordination Coordinate with program staff DEP-sponsored statewide meetings. This may include staff from regional offices, each with unique processes. Secure logistics including venue, EPR/PO, lodging, meals, etc. Serve as point-of-contact for all such vendors. Ensure all participants the information they need to successfully participate without concern for administrative details, including any travel cost coding necessary for expense reports. Prepares packages for event leaders that include all relevant material. Maintains centralized electronic copy of all information. Ensures prompt payment of event invoices. Assists employees, as needed, with travel inquires and scheduling. Fleet Management Serves as the Bureau Fleet Officer. Maintains an inventory of all vehicles, boats, trailers to include make/model/year, VIN, Department-assigned asset number, state registration plate, EZ Pass data, employee assigned, garaged location, fuel type, and latest monthly mileage. Serves as point-of-contact for all bureau staff regarding the bureau’s fleet. Coordinate acquisition of all fleet purchases. Coordinate with Bureau of Office Services/Vehicles on all related issues. Works as part of a team whose purpose is to serve the program staff’s needs. Assist other staff as needed to meet the needs of the program staff. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. This job description in no way states nor implies that these are the only duties to be performed by the employee occupying this position. The employee will be required to follow any other job-related instruction and to perform any other job-related duties requested by the supervisor. Promote the Department's Mission. |
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 subject to review by an administrative supervisor. Ensure proper use of governmental accounting principles when auditing transactions to determines the proper approvals and coding of purchasing documents for the Bureau and the Administration Section. Determine policy interpretation for audit procedures and whether expenditures of grant funds are appropriate under the approved work plan and budget submitted for the fiscal year. |
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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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