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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00055185 |
Description Activated On: 8/20/2026 11:40:57 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 in the Division of Federal Programs (DFP) 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 BEA 1, one Education Administrative Associate and one Administrative Technician. The position also provides direct support for four major program areas administered by DFP and the Local Education Agencies (LEA) assigned. |
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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. I. Responsible for the initial processing and controlling of the inbound flow of Consolidated Federal Program Grant Applications for Title IA; Title ID; Title IIA, Title IIIA and Title IVA as well as any other funding sources and / or federal grant awards administered by the Division of Federal Programs. This responsibility includes: * Reviewing LEA grant applications on the eGrant system for appropriate signatures and following up as required directly with the LEA to obtain documentation and certification for signatures and ensuring the proper official has signed off on the grant agreement. * Reviewing and ensure CRP and SAM.gov certifications are complete, communicate with LEA regarding any noncompliance. * Creating appropriate approval letters * Tracking the approval grant agreements throughout the process to ensure timely approval of the grant agreements. * Downloading appropriate grant documents, combining into one PDF file and uploading to the eTreasury website for public review. * Ensuring uploads of Headstart MOU and Affirmation of Consultation forms are current and signed by all participating parties. 2. Assists Program Advisor with tracking the submissions of the Annual Comparability Reports in the Comparability system. a) Provides technical assistance to LEAs with username and password errors b) Communicates with Program Manager on submission issues c) Ensures Assurances are signed and dated by appropriate LEA staff 3. Review eGrants system for Nonpublic Affirmation of Consultation form annually. Ensures forms are completed and signed. Follows up with LEA and nonpublic officials if forms are not complete. Reports any complaints to Program Manager. 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 Technician a. Prepares memos and correspondence related to all aspects of Federal Program for a team. b. Proofreads all material for grammatical correctness, accuracy of content, and accepted practice within the Division. c. Prepares queries from the e-Grants system to support Title I, Title II, Title III & Title V, and other Federal programs. d. Maintains Federal Program files and other appropriate files for the Ed Admin Supervisor. e. Organizes work efficiently and on a timely schedule. f. Practices effective telephone communication with Federal Programs Coordinators and other school district representatives, as well as the public . g. Responds to problems, requests, or Federal needs in an appropriate manner. h. Utilizes laptops, share drive folders, copy machine and software including: Microsoft Outlook, Teams, Word, Excel, and Power Point. 5. Responsible for Division of Federal Programs mail duties including intake, logging in Colts system, and distribution to appropriate staff. 6. Other 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. 1. Independently prepares status reports through eGrants or other means to track the process of applications through the approval system. 2. Creates purchase orders, agency purchase requests, travel expense vouchers, etc., in SAP and submit through proper channels. 3. Answers written inquiries relating to the status of certain projects and aspects of our Division's functions. 4. Maintains a variety of files electronically organized on the share drive. 5. Establishes, reorganizes or combines 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. |
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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. N/A 5. N/A 6. N/A |
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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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