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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00066038 |
Description Activated On: 1/6/2026 1:43:01 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. Serves as the Administrative Officer for the Bureau of Waterways Engineering and Wetlands (BWEW) to direct and oversee administrative staff and related functions of the bureau. This is a highly independent position responsible for performing a wide variety of administrative functions in the areas of budgeting, fiscal and grant management, personnel, purchasing and contracting. This position serves as the bureau’s Business Manager, HR liaison and advises the Bureau Director relative to administrative policies and procedures. |
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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. Administrative: Manages, analyzes, directs, plans and implements a wide range of administrative and personnel functions for the BWEW. Independently researches, organizes, monitors, and analyzes all functions of administrative support sources in order to ensure that all budget items, commodities, equipment, contract needs, personnel issues, and the general day-to-day operations are maintained at a high standard. Prepares detailed and comprehensive reports of findings and recommendations for the Director and Managers. Develops and implements new or modifies existing administrative procedures and processes as needed. Budget/Fiscal: Develops, coordinates, analyzes, and manages the bureau’s annual budget, and provides advice and strategy recommendations to the Bureau Director on allocation of financial resources to ensure that purchase and expenditures are appropriate and within funding limits established. Coordinates with the Bureau of Fiscal Management staff to monitor the availability of funds throughout the course of the year to ensure that adequate control is maintained. Identifies opportunities for cost savings within the Bureau. Keeps the Bureau Director and management staff informed of status of funding. Prepares various fiscal reports utilizing Business Warehouse and prepares a summary report for the Director, as necessary. Maintains the final approval authority of all Bureau purchases and supervises the allocation of source funding to all purchases. Determines and monitors all funding sources for expenditures, including travel. Grant Management: Administers the bureau’s state and federal grant programs including competitive, sole source and construction grants to ensuring accurate preparation and assignment of funds and appropriate amendments as needed. Reviews, approves and submits grant invoices to Comptroller’s Office for payment. Tracks and monitors grant expenditures to ensure adequate funding availability. Assists Bureau of Fiscal Management with federal audits and wavier requests. Personnel: Serves as the bureau’s liaison with the Office of Administration’s Conservation & Environmental Delivery Center. Manges complement control. Assures that all personnel actions, including payroll, overtime, and complement control are consistent with all requirements of Civil Service, Collective Bargaining, Commonwealth personnel rules, and the BWEW policies. Reviews all requisitions, reassignments, and position transfers. Prepares, oversees, and is responsible for requesting out-of-class assignments and reclassifications and is responsible to oversee that all requests for out-of-class assignments and reclassifications are coordinated and processed through the Deputy’s Office and the Office of Administration’s Conservation & Environment Delivery Center. Coordinates the College Intern and Commonwealth Public Service Intern programs for the bureau. Attends job fairs to provide information to potential recruits concerning civil service testing and hiring procedures. Provides direction of the bureau's complement management, employee orientation, classification analysis and review, development and recruitment, selection and placement activities. Employee Performance Review (EPR) Coordinator for the bureau ensuring that the annual EPRs are prepared and submitted on time and emails to HR resource account in proper format. SUPERVISORY RESPONSIBILITIES: Directs and is accountable for the administrative and clerical functions which must be orchestrated for the entire bureau. Manages, directs, plans, determines work priorities, sets goals, and evaluates work performance of a Clerical Supervisor 2 and an Administrative Assistant 1. Directs procurement, contracts and grant activity, training and travel coordination, fleet management, and various other administrative and clerical functions. Reviews current practices, analyzes effectiveness of operation and develops more efficient policies and procedures. Manages procedures for all Bureau records for informal public review requests to include reporting to the Bureau of Investigations any reviewer refusing to give an appropriate purpose for the file review. Manages DEP Right to Know Law information requests routed to the bureau. Oversees the routing of records through internal legal review process followed by delivery to DEP Office of Open Records. Oversees program support operations and ensures that equitable workload exists among the clerical ranks. Periodically examines existing structure for short and long-term efficiencies. Assesses overall business practices and institutes modifications for improved efficiency. Approves leave and overtime requests, rates performance, recommends appropriate job-related training, etc. Hires and trains clerical supervisors whenever there is turnover, requiring retention of knowledge of all aspects of clerical functions performed for the bureau. Purchasing: Supervises all purchasing activity in the bureau, including the purchasing card program, from the initial request to final approval of invoices for payment. Has signature authorization for purchases and invoices under the state and federal appropriations. Ensures that all bureau staff with purchasing cards follow the guidelines for the proper use of these cards. Approves reconciliation of all purchasing card monthly statements for all bureau cardholders. Responds to periodic audits from the Comptroller’s Office. Directs technical staff in the development of specifications for procurement services and commodities. Reviews, on an annual basis, or initiates as needed, all service contracts/purchase orders for the bureau. Ensures all necessary renewals are obtained. Prepares and defends sole source justifications when necessary. Ensures that all bureau purchasing adheres to the bureau allocation of discretionary, operating, and fixed asset funds. Serves as the contact for the bureau with the Comptroller’s Office and DEP's Division of Contracts, Procurement and Bonding. Assists with bureau personnel with the identification of procurement strategies that could provide cost savings and/or time savings. Maintains a proficiency of the Agency’s procurement system, rules, and processes. Monitors the budget and financial resources of the Bureau. Tracks expenditures, review financial reports, and assist in budget planning and forecasting. Processes financial transactions, such as purchase orders and expense reimbursements, in accordance with established procedures and guidelines. Contract Administration: Initiates and develops all contracts for services for the bureau, assuring consistency with Commonwealth and agency policies, rules, and regulations. Contracts included technical consulting services and lease agreements. Enters good receipts on a monthly basis to ensure vendors are paid for their leased equipment. 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. 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 any 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. This is highly independent work performed with a minimal amount of supervision. The person in this position is expected to exercise independent judgment in making and relaying administrative decisions for the BWEW. Purchases and funding allocations are independently approved at this level. Employee independently conducts research and analyzes problem situations to determine best course of action for resolution. |
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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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