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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071188 |
Description Activated On: 1/26/2026 2:02:56 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. This position is responsible for performing a wide variety of staff assignments, many of which have a significant effect upon departmental efficiency. Work includes analyzing administrative operations, developing and installing work standards and procedures, conducting independent research, preparing detailed and comprehensive reports of findings and recommendations, and performing various liaison duties. Assignments are carried out with considerable initiative and independence. |
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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. Duties include assisting in the management of various federal/state grants, procurement/contracts/MOU’s, travel coordination and bureau fleet management. This position is responsible for reviewing and analyzing Commonwealth/Department policies and procedures associated with these activities in order to provide recommendations to the Administrative Officer and Business Manager as necessary. Procurement Assists in the management of the bureau’s purchase request process, which includes the review/coding of all requests for supplies; testing equipment; leasing office equipment; EDP equipment; technical equipment; requests for services; vehicles and other fixed assets. Obtain quotes and approvals as required for audio/visual purchases, lab supply purchases, and sole source requests. Processes approved purchase requests via Purchasing Card, reconciles Purchasing Card statements, and reallocates charges at the end of the monthly cycle. Assists in the resolution of invoice discrepancies. Creates shopping carts in the SRM punch-out system to process orders for participating vendors on contract. Verify purchases against contracts to ensure vendors are in compliance with the terms of the contract. Contract/MOU Management Asaists bureau staff and management with the preparation and development of standard contracts and scope of work between the bureau and contract sponsors in a variety of programs. Prepares and develops language for contract amendments when applicable. Provides administrative assistance to contract sponsors on selected contracts to ensure that the obligations of the contract are met. Manages the annual liquidation of open contracts administered by this position. Act 537 Enforcement Reimbursement Grant Maintains the program database on the personal computer, and, as requested, produces status reports of each Act 537 Enforcement Reimbursement application. 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. EPA Grant Management Provides assistance for EPA grants administratively supported by BBM. Grant administration includes the coordination and compilation of grant applications, monitoring expenditures, and reviewing availability of funding for requested expenditures. Manages the annual liquidation of open encumbrances of funds against these grants. Budget/Fiscal Assists 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. Also, processes invoices through the Financial Information System in ESS. Information needs to be reviewed for accuracy and approved to ensure the appropriate funding sources are being utilized for payments of grant agreements, 537 grant reimbursements, invoices, etc. Travel Coordination This position assists bureau staff with Concur travel arrangements for BPNPSM including coordination of the correct forms needed for both in and out of state travel. Finalizes and prepares travel packages for Executive Staff approval. Provides copy of approval, or disapproval to staff. Maintains copies of completed packages in centralized file. Document Processing Performs print coordinator duties for Bureau publications, forms, and quarterly reports. Responsible for coordination of quarterly renewal notifications, creation of new documents, revisiions to existing documents, and posting documents to eLibrary. Maintains centralized document files. Inputs orders for printed documents, envelopes, mass mailings, etc. and coordinates with Document Management and Environmental Print Shop staff. Fleet Management Assists Administrative Officer 1 with fleet management that may include notifying drivers/dispatchers of any changes in automotive policy, paperwork for assignment of vehicles, coordinate paperwork and the data collection in the event of an automobile accident involving a bureau vehicle, collecting and processing invoices for EZ-Pass. Miscellaneous Coordinates with burau staff regarding bureau office organization. Assists Administrative Officer 1 with bureau training needs. This position will also assist the director's office by providing telephone coverage and mail distribution as necessary. Promote 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 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. |
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. Determine the proper approvals and coding of purchasing documents for the bureau. Determine whether invoices need to be processed through the Financial Information System or by Visa payments. Determine if all financial obligations of the contracts have been met and remaining funds liquidated appropriately. Determine whether expenditures of grant funds are appropriate under the approved work plan and budget submitted to EPA 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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