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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00060673 |
Description Activated On: 8/25/2025 9:49:13 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 is located in the Executive Office and is responsible for executing all aspects of SCSC budget and fiscal control and administrative services functions. This position reports directly to the Executive Director and supervises a staff of two (2) professional and technical employees. |
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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. BUDGET AND FISCAL CONTROL DUTIES: Preparation of Budget Request – Responsible for managing and monitoring the Commission’s budgetary resources (approximately 4 million dollars). Receives budget instructions and meets with the Executive Director to establish target dates for submittal, parameters and strategy. Distributes budget instructions to internal commission units and provides technical advice and/or assistance to management staff. Receives and reviews requested budgetary items prior to input. These budget items requested may include: program revisions, complement changes, furniture and equipment, service requirements, and all commitment line items delegated to the individual units as “controllable.” Reviews all items with the Executive Director and/or senior staff to discuss and make adjustments as necessary. Compiles single request and historical data to summarize the Commission’s budget requirements. All input items must be mathematically accurate. Comparisons are made to review differences in the requested budget versus prior budget requests. Ensures that the request meets the overall budget threshold established by the GBO. Presents the tentative budget request to Executive Director for final approval. Upon approval, prepares budget templates, SAP SEM budget planning folders, and related documentation required by the GBO. All documents are examined for completeness, accuracy, and conformance with prevailing policies prior to submittal. Submits paper and electronic copies of budget request to GBO for analysis and approval. Once issued, produces and distributes revised budget data summary reflecting the Governor’s Executive Budget. Preparation of Budget Hearing Materials – Prepares budget hearing materials for legislative appropriations committees according to instructions provided. After internal review, submits to appropriations committees. Participates in budget hearings as necessary. Preparation of Rebudget Request – Participates in the Rebudget process, which is streamlined but similar to the budget process. Reviews internal requests and historical data used in the budget process to assure that the Commission’s requirements have not changed. Makes appropriate adjustments, such as new personnel rates and changes in costs, circumstances and programs, to previously submitted budget templates, planning folders, and documentation. Revises budget data summary to reflect changes made necessary through Rebudget adjustments and reviews changes with the Executive Director. When necessary, determines and/or aids in the determination of request items that will not meet the overall Rebudget threshold established by the GBO. A presentation of the Commission’s Rebudget request is made to the Executive Director. Prepares Rebudget templates, SAP SEM Rebudget planning folders, and related documentation required by the GBO. All budget documents are examined for completeness, accuracy, and conformance with prevailing policies prior to submittal. Submits both paper and electronic copies of Rebudget request for analysis by and approval of GBO. Once approved, distributes “controllable” line item amounts to internal Commission operating units. Implements the approved Rebudget and monitors purchases based on allotted Bureau allocations and funding. Act as Liaison to the Governor’s Budget Office – Responds to GBO staff that may have questions concerning the budget. When necessary, obtains information from internal Commission sources to provide support to the response to GBO inquiries. Along with the Executive Director, meets with GBO staff for review and interpretation of the budget request as well as to discuss ramifications of the statewide issuance of the Governor’s Executive Budget. Budgetary Review and Fiscal Control – Monitors fiscal activities to insure that the Commission is operating within budgeted funding levels. Prepares regular expenditure and encumbrance reports to assist the operating units to control assigned budget line item amounts. Provides technical assistance and advice to operating units concerning expenditure and encumbrance reports and other budget activities. Monitors financial and program performance through periodic comparison of planned objectives and actual performance. Prepares detailed projections of expenditures to determine availability of funds and discusses results with the Executive Director. Reviews and analyzes correspondence, reports and related fiscal data to determine future budgetary requirements and to measure program effectiveness. As necessary, prepares analysis of data and recommends possible program improvements. Utilizes internal and external data to prepare monthly Classified Service Employee reports. These reports are used to determine the basis of the Commission’s semi-annual service billings to state, county and municipal clients. Upon completion, the state client portion is forwarded to the Comptroller’s Office for interagency billing processing. The incumbent calculates the county and municipal billing amounts, creates the invoice in the SAP R/3 system and mails the subsequent invoices. Reviews revenue receipts and mails dunning letters as necessary. This is a significant process in that the revenue received from clients is essentially the entire funding source for the Commission’s budget. Processes reimbursements for services not included in the Commission’s semi-annual billing procedures. Prepares supporting documentation and submits invoices to the Comptroller’s Office to be used in the creation of client billings. As necessary, reviews requests for contracts to insure that adequate funding is available and the requested contract amount is not above estimated needs for the services Assists with development of special contracts for services or purchases as required. Prepares various budget reports to submit to various agencies to include but are not limited to: Revenue Estimates, Agency Annual Audit Plan, Public Relations Expenditures and Transportation Fringe Benefits. As necessary, notifies the Executive Director of any processing problems, delays or other situations that affect the budget of the Commission. Agency Fixed Asset Coordinator – Possesses substantial knowledge of the SAP Fixed Asset, Procurement and Finance modules and has expertise regarding proper acquisition, use, and control of the Commission’s fixed assets. Responsible for the overall maintenance of the Commission’s fixed asset data located in the SAP system. Reviews all budgetary transactions, accounts, and reports used to purchase Commission fixed assets to ensure proper reporting in SAP. Responsible for establishing complete master records in the SAP system for each qualifying asset. Acts as the central contact point for all Commission fixed asset activity. This includes contact with Commission personnel and the Bureau of Financial Management staff. ADMINISTRATIVE SERVICES DUTIES: Space and Property Management – Acts as liaison to the Department of General Services (DGS), Comptroller Operations, vendors and SCSC programs related to facilities leases. The incumbent is responsible for communicating and coordinating efforts as necessary to acquire, renovate or relocate leased properties and to initiate lease renewals. Responsible for supervision of facilities maintenance and repair reporting, follow up and resolution. Responsible for interpreting and understanding DGS policy and procedures related to space management. Fire and Safety Coordinator Supervision – Directs and administers overall operation of the Commission Accident and Illness Prevention Program. This includes serving as a member of various fire and safety committees and attends meetings and training sessions in order to understand current requirements and recommended actions. Purchasing Unit Supervision – Supervises and directs detailed work involved in the administration of all purchasing, procurement, and contract policy and procedures, as well as supplies management for the Commission. Reviews specifications and contracts used as a basis for the bidding of services or commodities not on State contract through DGS. Reviews and approves all agency requests for purchasing commodities, services and equipment through the use of the SAP purchasing and procurement modules. Mail Room Operations Supervision - Directs and administers the overall operation of the Commission mail room to ensure all mail is posted, separated, and delivered. This includes the postage metering of all U.S. Postal Service, United Parcel Service and Federal Express mail, as well as the updating of postage cost on metering machines located in Harrisburg. Support Unit Supervision – Supervises and directs the Support Unit in the areas of publications, brochures, parking, travel, credit cards, and automotive and fleet management. This also includes the inventory of supplies, weekly ordering of regular office supplies, and special requests as applicable. OTHER DUTIES: Performance Measure Management – Manages the collection and reporting of the Commission’s performance measurement data. Review current measures with internal Commission units to assure their effectiveness as management tools. Analyzes and refines existing measures and determines the need for the creation of new measures to help assure that the Commission’s mission, vision and goals are achieved. Determines required performance measure data and tracks the source, frequency and contact information associated with the data. Utilizes performance measure results to recommend budget request and policy making decisions. Prepares annual report, attends necessary meetings and informs the GBO of the Commission’s performance measurement progress. Emergency Preparedness Liaison Officer (EPLO) - During designated emergencies, duties may involve staffing the PEMA Emergency Operations Center and/or other locations; making decisions on behalf of the agency head regarding the allocation of resources, such as purchases and equipment usage and ensuring cross agency coordination of activities to meet the emergency response; providing consultation to government officials pertaining to this specialized area of expertise; receiving and interpreting reports from the site(s) of the emergency and disseminating appropriate information to various levels of government and other interested parties; performing other tasks as assigned. Emergency assignments may be performed under adverse conditions and may last from a few hours to a period of weeks or longer. Emergency Management Coordinator – Directs all activities in accordance with State Police and Emergency Management Operations policies and procedures pertaining to the Commission Emergency Management Plan. Backup Telecommunications Officer – Possesses considerable knowledge of the Commission’s telephone system. Responsible for entering and submitting voice line service repair and/or equipment orders. Backup Procurement Officer – Possesses significant knowledge of the SAP Procurement module, DGS purchasing guidelines (Field Procurement Handbook) and Comptroller’s Office requirements related to procurement documents. Responsible for entering and/or updating purchase orders as well as follow-on goods receipt transactions on an emergency basis. Human Resource Representative Supervision - Supervises overall activities of HR Representative responsible for a variety of HR related duties including but not limited to submitting requests for new and replacement security badges for Commission staff, collecting and returning to DGS security badges of separated staff, updating and revising the Commission's organizational chart, forwarding recruitment materials and tracking documents for return to OA/HR once candidate selection is complete. The HR Representative is also responsible for entering transactions in the electronic HR system to fill, reclassify, promote and/or deactivate positions. Prepares and distributes monthly activity reports for review by the Executive Director. Attends and participates in monthly Senior Staff meetings. Participates in management improvement efforts for the Commission. Works on special projects as assigned by the Executive Director. Confers with Office Directors and other Commonwealth personnel concerning administrative needs and requirements for program support activities within the Commission. Develops, amends and interprets existing policies, procedures, and regulations concerning administrative matters. Maintains effective working relationships with the Comptroller’s Office, local agencies, contract agencies, and other state and federal agencies involved in the activities of the Commission. Performs other related duties as required. |
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 either assigned by the Executive Director or inherent in the position. Duties are performed with considerable independence. Work is reviewed by the Executive Director on an as needed basis. The incumbent in this position is responsible to determine the proper and cost effective methods of managing the budget, procuring goods and services, duplicating materials, and storing and retrieving records. |
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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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