|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00065583 |
Description Activated On: 5/12/2026 1:20:36 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 person in this position provides administrative support services for the Bureau of Air Quality in the Assistant Director's Office. |
|
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. Provides administrative support in the processing of grants, contracts, Memorandums of Understanding (MOUs), Memorandum's of Agreement (MOAs) and invoices. GRANTS Provides administrative services for Grants, MOAs as assigned. Ensures that all grants comply with the established regulation and is responsible for completion of grants and amendments. The duties involve making recommendations concerning grant extensions and termination of grants. Reviews Work Plan and Budget for each grant to ensure that they are meeting Department requirements. Keeps current with department contractual terms and conditions. Ensures that selected grantees receive correct instructions on the requirements for processing the agreement, such as proper signatures, resolutions and completion of the W-9 Form/SAP. Prepares grant agreements, budgets and other necessary exhibits as required. Upon receipt of signed grant agreement from the grantee, reviews to ensure the agreement was properly completed. Processes and tracks agreement from initial mailing to complete execution. Identifies and resolves problems, as necessary. Reviews project expenditures for reasonableness and compliance with the terms of the Work Plan. The budget and balance for each grant is monitored. This also includes responsibility for terminating and liquidating unspent funds, as directed. Responsible for reviewing and approving invoices for payment. For grant programs in which the administrative functions are performed by the Grants Center, reviews invoice expenditures/receipts and obtains project advisor’s signature indicating that the work was performed. Invoices will be submitted to the Grants Center for approval and processing for payment. CONTRACTS Prepares requests for new and renewed contracts. The employee must understand and take a leadership role in the preparation of any Request for Proposal or Invitation to Bid. This includes obtaining approval to contract for services. Insures that the DEP and Comptroller's policies and all required procedures are met in all document preparation and processing. Must be able to identify and respond to problems. Works with several contracts/such as, but not limited to: Medical Monitoring Contract, Excellence-In-Safety Training and FIT Testing, IT Contracts, Smoke School Contract and Snow Plowing Contracts. Works closely with technical staff and contractors to negotiate and prepare contracts for review and approval. After a contract has been executed, duties expand to ensuring that budgets are monitored following budgetary/negotiated contract guidelines. Account balances are to be maintained and invoices are to be reviewed and approved for payment. This also includes responsibility for terminating contracts and liquidating unspent funds, as directed. MEMORANDUMS OF UNDERSTANDING (MOU'S) and MEMORANDUM'S OF AGREEMENT (MOA'S) Prepares Memorandums of Agreements(MOAs) for approval. This involves writing the MOA from information extracted for the work orders and/or by attending a meeting with the contractor involved. Routes the MOA for review and approval. Keeps a running record of balances and codes and approves the invoices for payment. This also involves coordinating with Fiscal Management, the Comptroller's Office and the Department involved in the contract. OTHER DUTIES Assists with the administrative skills as needed to implement new or special projects. This must include, but is not limited to: development of administrative procedures, guidance for technical staff, and administrative support. Responsible for paying utilities for the Bureau with the Department’s MasterCard. This responsibility includes contacting the vendor for purchase/payment, maintaining proper receipts, ensuring correct charges, reconciling MasterCard statements, responding to audits of MasterCard transactions, record retention of MasterCard statements and supporting documentation and knowledge/reallocating monies in the Works Program. Communicates orally and in writing directly with vendors/contractors, contract managers, Fiscal Management, Purchasing, Grants Center and Comptroller's Office to resolve discrepancies regarding the status of payments, invoices and contract balances. Brings unresolved disputes to the attention of the appropriate Administrative staff and/or Contract Manager in a timely fashion. Reviews and audits invoices for the Pennsylvania Turnpike Commission EZ Pass Program. Accesses the internet to print a statement of monthly charges to attach to the invoice for Comptroller review. Provides assistance and training to staff on invoice processing. Develops and prepares fiscal reports to track encumbrances and expenditures for specific program area, which will require the ability to design spreadsheets/databases using Microsoft Excel and Access. Performs as liaison with the Ozone Transport Commission, in Washington D.C., in financial matters regarding the Bureau's contribution for in-kind services. This involves coordinating with the Bureau of Fiscal Management if any problems occur. Data is collected from SAP on a quarterly basis of the Bureau's activities. Coordinates and supplies the administrative needs for field operations and projects involved in the acquisition, construction and operation of air monitoring sites. Reviews and forwards the liability insurance policy to the Bureau of Risk and Insurance Management, DGS. Reviews invoices for telephone and electrical services at each site. Approves the monthly or contractually scheduled payments of such services. Codes and approves payments to compensate the public for Bureau use of private facilities and emergency field needs such as, homeowner's electricity or personal assistance. Prepares necessary paperwork to procure the Bureau's office equipment such as copiers and fax machines for the Bureau. Responsible for monthly payments to contractors which involves coordinating with the contractor on terminating a contract, liquidating unspent funds, etc. This also involves coordinating with the Bureau of Fiscal Management and the Comptroller's Office. Serves as the Bureau's Training Coordinator and works closely with the Bureau of Human Resources on scheduling training through the LSO System for the Bureau of Air Quality. Provides staff administrative assistance and prepare recommendations on office procedures as needed. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties assigned. Promotes the Department’s mission. 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. |
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. Newly assigned tasks are reviewed for conformity. Routine assignments are performed independently. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|